Job Description

Job Title: Bilingual Administrative Assistant & Intake Coordinator

Location: HYBRID (80% Remote, 20% In-Person mostly Oakland, CA and sometimes throughout sf bay area)

Job Type: W2 Part-Time

10 hours per week to start with opportunity for growth

(M-F, some weekend availability as needed)

For more information about company visit: eastbayarttherapy.com

Position Overview: We are seeking a highly organized, detail-oriented, and empathetic Administrative Assistant & Intake Coordinator to join our team. This role is vital in ensuring smooth day-to-day operations of the practice and providing a welcoming, supportive first point of contact for new clients. The ideal candidate will possess exceptional administrative skills, strong interpersonal abilities, a passion for helping others, and will be fluent in Spanish.

Key Responsibilities:

·       Intake Coordination:

o   Serve as the first point of contact for prospective clients via phone, email, and website inquiries.

o   Conduct intake interviews to assess client needs and match them with appropriate therapists.

o   Schedule initial appointments and provide clients with necessary paperwork and information.

o   Maintain accurate and confidential client records.

·       Administrative Support:

o   Manage the practice’s phone and email communication efficiently and professionally.

o   Coordinate therapist schedules and appointment bookings.

o   Handle billing, Regional Center verification, and payment processing.

o   Assist with development of forms and organizational systems.

o   Support practice-wide projects and initiatives as needed.

·       Client Relations:

o   Provide a warm, welcoming presence for clients and visitors.

o   Address client inquiries and concerns with sensitivity and professionalism.

o   Ensure clients receive timely follow-up and clear communication.

·       In-Person Responsibilities

o   Inventory office supplies and art supplies

o   Water office plants

o   Table at provider fairs and events throughout the SF Bay Area (mostly East Bay), educating the public about our services.

o   Assist at community-based workshops, trainings, and events including photo and video documentation.

 

Qualifications:

·       Previous experience in an administrative or intake coordination role, preferably in a healthcare or mental health setting.

·       Exceptional organizational and multitasking skills.

·       Strong written and verbal communication abilities.

·       Proficiency with Microsoft Office Suite and practice management software/electronic health records systems (Simple Practice).

·       Ability to handle sensitive information with confidentiality and care.

·       Empathetic and patient demeanor with a client-first mindset.

·       Knowledge of mental health terminology and services.

·       Bilingual in Spanish

·       Local to the SF Bay Area with a reliable means of transportation

Preferred Qualifications:

·       Experience working in a therapy practice.

·       Experience using CRM software (Customer Relations Management software e.g. TherapyFlow),

·       Post-secondary coursework in psychology, behavioral health, and/or child development

·       Post-secondary coursework in business administration

·       Associate’s or Bachelor’s Degree

Benefits:

·       Competitive salary based on education level and experience.

·       Opportunities for professional development and training.

·       Supportive and collaborative work environment.

·       Roth IRA (Retirement Account)

·       Life Insurance

·       1 hour of sick pay for every 30 hours worked

·       Free EBAT Merch!

Pay Scale:

$22-27 per hour

How to Apply: Interested candidates should submit a resume and a cover letter detailing their qualifications and interest in the role to tonia@eastbayarttherapy.com

*This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

 

For more information about company visit: eastbayarttherapy.com

East Bay Art Therapy is an equal opportunity employer and values diversity. We encourage applicants of all backgrounds to apply.

We look forward to hearing from you!

Key Responsibilities

·       Intake Coordination:

o   Serve as the first point of contact for prospective clients via phone, email, and website inquiries.

o   Conduct intake interviews to assess client needs and match them with appropriate therapists.

o   Schedule initial appointments and provide clients with necessary paperwork and information.

o   Maintain accurate and confidential client records.

·       Administrative Support:

o   Manage the practice’s phone and email communication efficiently and professionally.

o   Coordinate therapist schedules and appointment bookings.

o   Handle billing, Regional Center verification, and payment processing.

o   Assist with development of forms and organizational systems.

o   Support practice-wide projects and initiatives as needed.

·       Client Relations:

o   Provide a warm, welcoming presence for clients and visitors.

o   Address client inquiries and concerns with sensitivity and professionalism.

o   Ensure clients receive timely follow-up and clear communication.

·       In-Person Responsibilities

o   Inventory office supplies and art supplies

o   Water office plants

o   Table at provider fairs and events throughout the SF Bay Area (mostly East Bay), educating the public about our services.

o   Assist at community-based workshops, trainings, and events including photo and video documentation.

Skills & Experience

Qualifications:

·       Previous experience in an administrative or intake coordination role, preferably in a healthcare or mental health setting.

·       Exceptional organizational and multitasking skills.

·       Strong written and verbal communication abilities.

·       Proficiency with Microsoft Office Suite and practice management software/electronic health records systems (Simple Practice).

·       Ability to handle sensitive information with confidentiality and care.

·       Empathetic and patient demeanor with a client-first mindset.

·       Knowledge of mental health terminology and services.

·       Bilingual in Spanish

·       Local to the SF Bay Area with a reliable means of transportation

Preferred Qualifications:

·       Experience working in a therapy practice.

·       Experience using CRM software (Customer Relations Management software e.g. TherapyFlow),

·       Post-secondary coursework in psychology, behavioral health, and/or child development

·       Post-secondary coursework in business administration

·       Associate’s or Bachelor’s Degree