Administrative Assistant

Part-Time Administrative Assistant

Hope & Healing Counseling
Location: Jenison, Michigan
Schedule: Approximately 10–15 hours per week
Position Type: Part-Time Employee

This position is ideal for someone who enjoys working with people, can manage multiple priorities, communicates professionally, and takes initiative when something needs attention. The Administrative Assistant is often one of the first points of contact for our clients and plays an important role in creating a welcoming, professional, and efficient experience.

Because we work with confidential health information, discretion, professionalism, and attention to detail are essential.

Primary Responsibilities

Responsibilities may include:

• Answering incoming phone calls and responding to general client inquiries

• Returning voicemail messages in a timely and professional manner

• Scheduling, rescheduling, and canceling client appointments

• Assisting new clients with the intake and scheduling process

• Sending and monitoring new-client paperwork, consent forms, and other required documentation

• Ensuring client demographic and insurance information is complete and accurate

• Uploading, organizing, and maintaining documents within the electronic health record

• Assisting with insurance verification and basic insurance-related questions

• Supporting billing operations, including identifying outstanding information, reviewing account issues, and assisting with basic billing follow-up

• Collecting or documenting client payments when appropriate

• Communicating with clinicians regarding scheduling, client paperwork, and administrative needs

• Monitoring administrative email, fax, and other incoming communications

• Scanning, filing, and maintaining electronic records

• Preparing forms, letters, and routine administrative documents

• Assisting with referrals and requests for records

• Maintaining HIPAA-compliant handling of all protected health information

• Helping maintain an organized and professional front-office environment

• Assisting practice management with special projects and other administrative duties as needed

Qualifications

The ideal candidate will:

• Be highly reliable, dependable, and consistent

• Have excellent organizational and time-management skills

• Be comfortable learning new systems and procedures

• Be able to learn quickly and retain detailed information

• Communicate professionally and compassionately with clients

• Have strong written and verbal communication skills

• Be comfortable speaking with clients by telephone

• Have good computer and data-entry skills

• Be able to manage multiple tasks without losing attention to detail

• Demonstrate good judgment and maintain appropriate professional boundaries

• Understand the importance of confidentiality

• Be able to work independently while also functioning as part of a team

Experience in a medical, behavioral health, counseling, billing, or healthcare office is preferred but not required for the right candidate.

Additional Expectations

Our administrative team is an important part of the client experience at Hope & Healing Counseling. We are looking for someone who is warm and helpful while also being efficient, accountable, and professional.

The successful candidate should be comfortable working in a growing practice where priorities may occasionally change and new procedures or responsibilities may be introduced as the organization expands.

About Hope & Healing Counseling

Hope & Healing Counseling is a growing outpatient mental health practice serving individuals and families throughout West Michigan. Our team provides compassionate, evidence-based mental health services in an environment focused on helping clients feel empowered, present, and resolved.

We value professionalism, teamwork, compassion, accountability, and providing an excellent experience for both our clients and clinicians.