Part-Time Virtual Administrative Support Specialist

Mindful Admins•Nashville, TN

2d•$23•Remote

About The Position

Mindful Admins is a virtual administrative, marketing support and recruiting agency dedicated to empowering mental-health private practices across the country. We believe exceptional care starts with exceptional support-through thoughtful communication, proactive problem-solving, and creating seamless experiences for both clinicians and their clients. Our team thrives on flexibility, collaboration, empathy, and excellence. We're looking for detail-oriented professionals who love remote work and find meaning in supporting clinicians who are changing lives every day. As an Administrative Support Specialist, you'll provide high-level virtual support to mental-health providers nationwide. You'll be the behind-the-scenes partner who keeps practices running smoothly, from coordinating intake, managing schedules, organizing systems, and ensuring every client interaction feels warm, professional, and responsive. For many practices, you'll be the first voice they hear or the first message they receive. Your work directly shapes their experience and helps clinicians focus on what they do best: providing care. This role is perfect for someone who is proactive, tech-savvy, naturally organized, and energized by helping others succeed.

Requirements

High school diploma or equivalent
Minimum 6 months of administrative experience
Proven ability to self-manage, prioritize tasks, and meet deadlines consistently
Excellent customer service skills with a friendly, compassionate communication style
Strong proficiency with Google Workspace (Docs, Sheets, Slides, Drive)
Outstanding written and verbal communication abilities
High attention to detail and exceptional organizational skills
Ability to multitask effectively in a dynamic, fast-paced environment
Reliable high-speed internet connection and comfort with virtual collaboration tools
Genuine empathy and strong active listening skills in all client interactions
Be available to perform three daily client check-ins each week

Nice To Haves

Background in mental health, medical, or healthcare administration
Experience supporting multiple clients or juggling competing priorities
Familiarity with EHR systems such as SimplePractice, TherapyNotes, IntakeQ, TheraNest, or Jane App
Sales, inquiry conversion, or customer relationship management experience
Quick learner who adapts easily to new tools, systems, and processes

Responsibilities

Client Intake & Referral Management
Respond promptly to phone, email, and website inquiries
Screen and prepare potential clients using practice-specific intake procedures
Schedule new and existing clients, manage cancellations, and coordinate rescheduling
Enter and maintain accurate client information in EHR systems
Provide clear communication to clients regarding policies, billing, availability, and next steps
Inbox, Phone & Calendar Management
Manage client and practice inboxes with professionalism and accuracy
Prioritize messages, flag urgent concerns, and respond according to practice protocols
Maintain organized calendars, recurring appointments, and clinician availability
Set up, track, and confirm appointments as needed
Operations & Administrative Support
Maintain up-to-date knowledge of each practice’s workflows, preferences, and communication style
Support clinicians with practice management tasks such as forms, documentation tracking, or system updates
Create and update referral lists through research or outreach
Support marketing activities such as basic research or identifying community contacts
Comply with HIPAA standards at all times (training provided during onboarding)
Assist with ad hoc administrative tasks as needed