Part-Time Administrative Assistant

4 weeks ago

Stevenson, United States Willow Bee Management Company Full time

At Willow Bee Management Company, we are dedicated to supporting mental health and wellness through our two affiliated businesses: Inner Balance Mental Health & Wellness and Dr. Willoughby & Associates. We are seeking a meticulous and detail-oriented Administrative Assistant to join our dynamic team and help us make a meaningful impact on our clients. This part-time role offers the chance to work in a supportive environment where you can build a lasting career and grow as we grow.


About Us

Our management company oversees two unique organizations:

  • Dr. Willoughby & Associates specializes in psychological testing for ADHD and academic concerns and provides remote consultations to veterans through a skilled team of psychologists.
  • Inner Balance Mental Health & Wellness offers psychiatric medication management services for clients in the Baltimore area.


Position Details

  • Part-time: 20–30 hours per week (based on candidate availability)
  • Compensation: $15–$19 per hour (commensurate with experience)


Key Responsibilities

  • Prepare reports for clinical veteran consultations, including gathering information, reviewing for accuracy, and managing appointments.
  • Assisting psychologists with rescheduling requests, including obtaining alternative times and coordinating with veterans for rescheduling.
  • Field client requests for medication management clients, including scheduling, refill requests, and non-clinical questions.
  • Assist the HR & Billing Manager with client billing, including copay charges, insurance claims, payment tracking, and client scheduling.
  • Support psychological testing appointments by scheduling interviews, checking data accuracy, and tracking missing forms.
  • Track form completion, including intake forms, testing observer forms, and additional required forms.
  • Coordinate administrative support for marketing efforts, including referral lists, mailing newsletters, and identifying new referral sources.
  • Maintain a welcoming office environment with regular upkeep, including light cleaning, restocking, and tidying common areas.
  • Track inventory of office supplies for both locations.
  • Perform filing and organization duties, ensuring accessibility and accuracy of documents.
  • Delivering effective and prompt communication via email and phone to all clientele.
  • Collaborate with senior support staff on additional administrative tasks as assigned.


Skills and Qualifications

  • Communication & Professionalism: Skilled in client and colleague interactions, demonstrating professionalism, empathy, and strict confidentiality with Protected Health Information (PHI).
  • Technical Skills: Proficiency in computer systems, particularly Google Suite, with accuracy in data entry, strong grammar, and attention to copy-editing.
  • Detail-Oriented & Follow-Through: High attention to detail and follow-through, ensuring task accuracy and completion.
  • Initiative & Ownership: Proactive in managing tasks, seeking guidance when needed, and showing commitment to continuous learning and growth.
  • Organization & Time Management: Skilled in organizing tasks, managing multiple responsibilities, and adapting quickly as needed.
  • Adaptability & Learning: Quick to learn new tasks with a flexible, growth-oriented approach to changing assignments.
  • Team Player: Positive and constructive with clients and colleagues, open to feedback, and focused on both personal and professional development.
  • We’re looking for a dedicated team member who values stability and is excited to be part of our vision for the long term. If you’re passionate about making a difference and eager to join a supportive team, we would love to meet you.

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