Part-Time Virtual Administrative Support Specialist
About The Position
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
Benefits
- Flexible part-time schedule designed for work-life balance
- Supportive, collaborative team environment
- Paid new-hire training
- Opportunities to grow into account management, billing, or marketing roles
- Meaningful work supporting mental-health practices nationwide
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
