Administrative Assistant Job Description

Thrive for the People, PLLC is a high-end group practice providing individual and couples therapy in Seattle, WA, located in the Ballard neighborhood. This practice serves clients who identify as helpers, givers, and fixers who are ready to focus on their own mental health needs. Our ideal clients are high functioning, high achieving, psychological minded, and insightful individuals who value mental health and therapy. They are willing to invest in themselves and the therapeutic relationship.

This practice values social justice and anti-oppression and strongly encourages individuals who identify as LGBTQ and/or persons of color to apply.

Thrive for the People offers a vibrant, thriving, and busy workplace. This is a process-oriented, relational, and emotionally focused group practice. We have a team of exceptional therapists and administrative staff to meet the needs of our diverse clients. The leadership team is committed to the mentorship and training of all staff. We strive to create a community of like-minded professionals who are invested in each other’s growth as individuals and professionals.

We are looking for an Administrative Assistant starting at 15 hours a week, 5 days a week, who will assist the President and Owner of the practice, Dr. Jennifer Chain, with a variety of responsibilities including coordinating intakes and referrals for potential clients, creating marketing content for the practice, providing technical support in the use of practice management tools, writing, editing, and proofreading professional documents, tracking and analyzing data, providing onboarding and training for new clinicians, and providing accounting and bookkeeping for the practice. The practice is expected to grow and expand quickly in the next year and the preferred candidate will be able to grow with the practice.

The ideal candidate must have access to the technology and privacy needed to work remotely.

Start Date: As soon as possible

Duties and Responsibilities

15 hours a week with the possibility of increased hours as the practice grows.

Coordinating Intakes and Referrals

Answer phone calls, emails, and phone screen requests from potential clients within 24 hours
Answer phone calls and emails from other providers within 24 hours
Conduct clinical intake and assess for fit with the practice
Make matches between clients and clinicians with a 90% accuracy rate
Provide appropriate and timely referrals to other providers and resources
Maintain an up-to-date referral database of providers in the area

Executive Support

Provide executive support to the President of the practice
Assist in the planning and execution of business strategies
Support clinicians in their administrative tasks
Maintain confidential client and business documents
Order supplies

Marketing

Update and maintain the website content monthly
Conduct Search Engine Optimization (SEO) for the website so that the website continues to show up on the first page of search results
Create marketing design, content, and materials

Technical Support

Provide technical support for a variety of practice management tools (e.g., Simple Practice, Google Workspace, Zoom, Gusto, Ring Central, etc.)
Be the go-to person for troubleshooting technology issues
Research and compare the latest technology to support practice operations

Writing, Editing and Proofreading

Create professional documents
Write blog posts that are easily accessible, engaging, and research-based to reach a wide audience
Edit, proofread, and format documents

Data Tracking and Analysis

Track metrics for incoming client contacts, referral sources, and marketing strategies weekly
Track performance of clinicians (e.g., client satisfaction, retention, documentation) monthly

Training

Provide onboarding support to new staff and clinicians
Provide benefits enrollment support to new staff and clinicians

Accounting and Bookkeeping

Provide accounting and bookkeeping for the business

Other tasks as assigned

Required Qualifications

Align with the values of this group practice
Bachelor’s degree
3-5 years of related, practical work experience
Strong MS Office skills
Strong written and verbal communication skills
Interest in the management of a small business
Interest in the field of mental health
Enjoy working in a people-centered and relational team
Enjoy learning new skills and problem solving
Enjoy mastering new technology

Preferred Qualifications

Degree in Business, English, Psychology, or other related fields of study
Familiarity with HIPAA
Familiarity with Quickbooks and bookkeeping
Experience with website design and Search Engine Optimization
Experience with marketing and publicity
Experience writing blog posts
Background in medical or mental health clinic settings

Core Competencies

Efficiency – ability to complete tasks with minimal wasted effort.
Honesty/integrity – demonstrate the ability to reason through complex and sensitive ethical dilemmas. Earn the trust of clients and colleagues. Do what is right even when no one is watching. Provide feedback directly and kindly to colleagues, supervisors, and clients. Demonstrate a high level of understanding of confidentiality and client privacy in a health care setting.
Organization – plan, organize, and schedule in an efficient, productive manner. Demonstrate the ability to prioritize tasks.
Follow through on commitments.
Learns quickly.
Attention to detail.
Persistence/worth ethic – demonstrate tenacity and willingness to get things done.
Proactivity – act without being told what to do. Bring new ideas to the practice and actively contribute to the practice culture and outcomes.
Flexibility/adaptability – adjust quickly to changing priorities and systems of a growing practice. Cope effectively with complexity and change.
Enthusiasm – exhibit passion and excitement about the role and the practice. Possess a can-do attitude.
High standards – expect personal performance and team performance to be the best.
Openness to feedback – solicit feedback and ask for help regularly. React calmly to constructive feedback.
Communication – speak and write clearly.
Team work – value a strong relationship with colleagues, supervisors, and clients. Reach out to colleagues and supervisors to establish a cooperative working relationship.

Benefits

Starting pay is $20 an hour
Social security and Medicare taxes (approximately 10% of gross salary)
Unemployment insurance
Worker’s comp insurance
Malpractice insurance
Paid sick leave
Health insurance for employees who work over 20 hours a week
Flexible hours
Remote location
Weekly supervision and mentoring
Possible career advancement and leadership opportunities as the group grows
Other benefits will become available as the practice grows

Application Packet Requirements

Complete the application below.
Submit a cover letter and resume to Dr. Jennifer Chain at contact@thriveforthepeople.com
Only those selected for an interview will be contacted

Application

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Name *

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How did you hear about this position? *

Do you have a bachelor's degree? *

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Do you have access to the technology and privacy required to work remotely? *

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What does social justice mean to you? *

What draws you to work in a group practice? *

Why do you want to work for Thrive for the People? *

Tell me about your ability to work collaboratively with team members. *

Tell me about your organization skills and reliability as an employee. *

Who is your ideal boss? *

What is your ideal compensation range? *

When is your available start date? *

By typing your full name below, you certify that the information contained in this application is correct to the best of your knowledge. You understand that to falsify information is grounds for refusing to hiring you, or for discharge should you be hired. *

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