We are currently hiring for the following position:

Position Title: Temporary Administrative Assistant (Maternity Leave Coverage)
Hours: 10-20 hours per month, flexible within business hours (Monday - Friday)
Compensation: $16.50/hr plus an additional $15/month technology credit benefit
Location: Woodbridge, CT, with telecommuting options available

THE OPPORTUNITY

We are looking for a calm, compassionate, and detail-oriented individual to support our private counseling practice while our current assistant is on maternity leave.

This temporary role, anticipated to run from mid-December through the end of February, involves managing client communications, scheduling, and administrative tasks to ensure a seamless experience for our clients, parents, and digital program participants.

This is an excellent opportunity for someone who enjoys a supportive role in a mental health environment and can manage tasks independently.

ABOUT US

At Mallory Grimste, LLC, we specialize in supporting teens and young adults with mental health counseling and supportive services, focusing on issues like anxiety, depression, and self-esteem.

Our mission is to empower clients with the tools they need to communicate effectively and manage emotions.

In addition to counseling services, we offer digital self-help programs and a YouTube channel filled with free resources to help clients continue their growth and development beyond sessions.

WORK WITH AMAZING PEOPLE

  • Mallory Grimste, LCSW: Mallory is a mental health therapist licensed to practice in Connecticut and New York. She is dedicated to helping teens and young adults navigate life’s challenges through individual counseling sessions that center on their unique needs and goals.
    In addition to counseling, she provides a range of supportive resources, including digital self-help programs and free resources on her YouTube channel, aimed at empowering young people with practical skills for emotional growth and resilience.

  • Dominique Coover: Dominique is our current Administrative Assistant and has been with us for the past 5 years. You will be covering Dominique’s role during her maternity leave, helping to ensure that client support and administrative tasks continue seamlessly. There may be some overlap between your onboarding to this role and her return to her position.

WE WANT TO MEET YOU BECAUSE YOU ARE…

  1. An organized, detail-oriented professional who can manage multiple tasks and prioritize effectively.

  2. A compassionate communicator with excellent interpersonal skills, able to interact calmly and professionally with teens, parents, and the team.

  3. Technologically proficient, with experience in or a willingness to learn tools like SimplePractice, Asana, Google Suite, SpruceHealth, and Calendly.

  4. Committed to maintaining confidentiality and upholding HIPAA and privacy standards.

  5. A proactive problem-solver who is coachable, receptive to feedback, and comfortable asking questions when needed.

  6. Able to work independently without needing extensive supervision, anticipating needs and fulfilling tasks on time.

THE ROLE

  • Client and Parent Communication:

    • Check and respond to emails and voicemails 2-3 times daily.

    • Manage client scheduling, handling reschedules, cancellations, and offering virtual sessions when necessary.

    • Follow up with clients or parents if there’s no response, maintaining a supportive and proactive approach.

  • Client Intake and Ongoing Support:

    • Conduct phone screenings for potential clients using provided scripts and update client information as needed.

    • Send required onboarding documents and handle administrative steps for clients turning 18.

  • Records and Reports:

    • Update KPI reports, review Google Postmaster for changes, and implement rolling session rate adjustments on a monthly basis.

    • Organize Spruce messages and upload any client-related faxes to SimplePractice.

  • Team and Program Support:

    • Attend weekly team meetings and complete project tasks in Asana.

    • Assist with tasks related to digital self-help programs and the Coping Skills Crash Course support calls as needed.

  • Compliance and Document Management:

    • Maintain up-to-date training for HIPAA compliance and Mandated Reporting.

    • Ensure client files and communications are organized, confidential, and up-to-date.

RESULTS YOU’LL HELP US ACHIEVE

  • Timely, Compassionate Responses: Prompt responses show clients and parents that they are valued and supported, building trust and a positive experience with our practice.

  • Efficient Scheduling: Timely handling of scheduling, cancellations, and waitlist needs ensures clients can access support with minimal disruptions.

  • Organized, Up-to-Date Client Records: Accurate and organized records contribute to a seamless experience for clients and ease of workflow for the team.

  • Reliable Monthly Reporting: Timely completion of reports allows Mallory to make informed decisions that support business growth and client care.

  • Project and Task Completion: Completing assigned projects on schedule helps the team operate efficiently and ensures clients benefit from well-supported programs.

REQUIRED QUALIFICATIONS

  • Availability: 10-20 hours per month, flexible within business hours (Monday - Friday), with comfort adjusting hours as needed to respond to client requests.

  • Technical Skills: Proficiency in SimplePractice, Asana, Google Suite, SpruceHealth, 1Password, and Calendly preferred, with a willingness to learn if needed.

  • Own Device and Internet Access: This position requires the use of your own internet-capable device and reliable internet access, for which you will receive a $15/month technology credit benefit.

  • Background Check: Consent to a background check is required for this position.

WHAT YOU CAN EXPECT FROM US

We’re a supportive, collaborative team that values independent, reliable team members who can manage tasks with minimal supervision. By joining us, you’ll have the chance to make a meaningful impact on teens’ lives while working with a passionate team committed to mental health.

How to Apply: Submit your resume and a brief cover letter to Dominique Coover at help@mallorygrimste.com using the specified subject line “Rockstar Applicant Here!” Applications are due by November 22, 2024. Only candidates who meet our criteria will be contacted for a video-conference interview.

 
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