Healthcare Administrative Assistant

Ellie Mental Health - 206•Village of Great Neck Plaza, NY

2d•Hybrid

About The Position

As a Healthcare Administrative Assistant at Ellie Mental Health, you'll be responsible for supporting the practice by overseeing clinical performance and operations, assisting the management team in reviewing strategic KPIs, and helping therapists maintain timely, high-quality communication with clients. This position supports the Clinic Director and clinical staff, assists with staffing needs, and provides administrative and resource support. The ideal candidate will bring a proactive, can-do attitude and a solid foundation of administrative experience, with the opportunity to deepen their operational and leadership support skills while working alongside practice leaders. You’ll share our vision for improving and expanding access to quality mental care and thrive in an environment driven by our core values of authenticity, humor, compassion, creativity, acceptance and determination.

Requirements

Empathy & Kindness: You understand the sensitivity required in mental health care settings and treat all individuals with respect and compassion
Strong Admin Skills: Prior experience in administrative or healthcare support roles
Tech-Savvy: Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams), and able to learn EMR systems quickly
Multi-Tasking Ability: Able to manage multiple priorities and tasks in a high-paced and changing environment
Detail-Oriented: Reliable with paperwork and patient records, with strong proofreading and data entry skills
People-Oriented: Friendly, approachable, and collaborative in a team environment
Strong Communication Skills: Excellent reading and writing ability, with clarity and professionalism
Critical Thinking: Able to troubleshoot problems independently and bring creative solutions when needed
Excellent time management skills with a proven ability to meet deadlines
2+ years of experience in a medical, mental health, or healthcare administrative role
Comfortable navigating confidential information and working in a HIPAA-compliant environment
Ability to work both remotely and in person, as needed, in Manhasset/Great Neck and at a soon-to-open location in Garden City.

Nice To Haves

Familiarity with mental health or psychology settings is a plus
High school diploma or equivalent required; college degree preferred

Responsibilities

Serve as the first point of contact for clients—welcoming them warmly in person, over the phone, or via email
Schedule and confirm client appointments, coordinate calendars for clinicians
Manage and maintain electronic medical records (EMR), including scanning, uploading, and organizing documents
Verify insurance, process intake paperwork, and ensure all necessary forms are completed accurately and on time
Monitor and manage the flow of communication between clients, clinicians, and external providers
Support various projects such as clinician onboarding or client outreach
Prepare and review payroll reports
Maintain confidentiality and compliance with HIPAA regulations
Perform general office tasks: scanning, filing, mailing, organizing supplies, and other administrative functions
Troubleshoot and support issues within the electronic health record (EHR) system, the payroll system, and the Microsoft Office suite
Support clinic in positive culture building (celebrations, anniversaries, community drives, etc.)
Identifying and reporting on business Key Performance Indicators (KPIs)
Flexibility to take on additional duties as assigned
Creating professional social media posts with tools like Canva a plus but not required