Administrative Assistant

Aspire Wellness Center • Nottingham, MD

131d • $20 - $22 • Onsite

About The Position

Aspire Wellness Center is seeking a compassionate, organized, and detail-oriented Administrative Assistant for its outpatient mental health practice. This full-time, in-person role provides front-line administrative support to clients, providers, and the leadership team and helps ensure the smooth day-to-day operation of the practice. The position is based at the White Marsh office, and the employee must be able to commute there each workday.

The ideal candidate is comfortable in a fast-paced healthcare environment, provides excellent customer service, communicates effectively, manages multiple priorities, and maintains professionalism and confidentiality. The role includes daytime phone coverage and may include evening phone coverage as operational needs require. Compensation is $20.00–$22.00 per hour, based on qualifications and experience.

Requirements

• High school diploma or equivalent required.
• Strong organizational skills and 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.
• Must be able to reliably commute to the White Marsh office each workday.

Nice To Haves

• Associate degree preferred.
• Previous experience in an administrative, medical office, behavioral health, or healthcare setting preferred.
• Experience with prescriptions 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 and provide 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 in 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.
• Provide backup support for prior authorizations and client re-engagement efforts when primary staff members are unavailable.
• Monitor office workflows and promptly communicate scheduling or operational concerns.
• Maintain confidentiality and ensure 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 the 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, accruing after successful completion of the first 90 days.
• Floating holiday.
• Birthday PTO.
• Medical insurance available after the first 90 days of employment.
• Dental insurance available after the first 90 days of employment.
• Vision insurance available after the first 90 days of employment.
• Aflac supplemental insurance available after the first 90 days of employment.
• 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