Administrative Assistant

Aspire Wellness Center • Nottingham, MD

4d • $20 - $22 • Onsite

About The Position

Aspire Wellness Center is seeking a compassionate, organized, and detail-oriented Administrative Assistant to join our growing outpatient mental health practice. This is a full-time, in-person position responsible for providing exceptional front-line administrative support to our clients, providers, and leadership team while helping ensure the smooth day-to-day operation of the practice. The ideal candidate enjoys working in a fast-paced healthcare environment, possesses excellent customer service and communication skills, and is able to manage multiple priorities while maintaining professionalism and confidentiality. Candidates must be willing and able to commute to our White Marsh office daily, as this position requires onsite administrative support.

Requirements

• High school diploma or equivalent required
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to multitask, prioritize responsibilities, and work independently.
• Proficiency with Microsoft Office, Google Workspace, Electronic Health Records (EHR), and general office technology.
• Ability to maintain professionalism, discretion, and confidentiality in sensitive situations.

Nice To Haves

• Associate degree preferred.
• Previous experience in an administrative, medical office, behavioral health, or healthcare setting preferred.
• Experience with scheduling, customer service, or front desk operations preferred.
• Experience working in a mental health or healthcare setting.
• Strong problem-solving and critical thinking skills.
• Compassionate, client-centered approach to customer service.
• Ability to adapt to changing priorities and support multiple departments.
• Reliable, proactive, and team-oriented mindset.
• Positive attitude and willingness to learn new systems and processes.

Responsibilities

• Provide consistent daytime phone coverage and professionally respond to incoming calls, client inquiries, and provider requests.
• Greet clients and visitors while providing outstanding customer service.
• Schedule, reschedule, and coordinate appointments while maintaining accurate provider calendars.
• Assist with intake coordination, appointment confirmations, cancellations, waitlists, and client communications.
• Maintain accurate client demographic, insurance, and contact information within the Electronic Health Record (EHR) system.
• Scan, upload, organize, and maintain electronic documentation and client records.
• Support daily office operations, including filing, faxing, emailing, data entry, and general administrative tasks.
• Assist leadership and clinical staff with operational projects and administrative initiatives as assigned.
• Provide administrative coverage during staff absences, including maternity leave and other planned or unplanned coverage needs.
• Assist with evening phone coverage as operational needs require.
• Serve as backup support for prior authorizations and client re-engagement efforts when primary staff members are unavailable.
• Monitor office workflows and communicate scheduling or operational concerns promptly.
• Maintain confidentiality while ensuring compliance with HIPAA and organizational policies.
• Foster a welcoming, organized, and professional office environment for clients, providers, and visitors.

Benefits

• Paid Time Off (Available After First 90 Days of Employment)
• 40 hours of Sick PTO annually (frontloaded after successful completion of the first 90 days)
• 80 hours of Vacation PTO annually (begins accruing after successful completion of the first 90 days)
• Floating Holiday
• Birthday PTO
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Aflac Supplemental Insurance
• 401(k) Retirement Plan available after one year of employment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED