Healthcare Administrative Assistant

Responsive recruiter Benefits:

• Company Laptop
• 401(k)
• 401(k) matching

As a Healthcare Administrative Assistant at Ellie Mental Health, you'll be responsible for supporting the practice by overseeing clinical performance and operations, assisting the management team in reviewing strategic KPIs, and helping therapists maintain timely, high-quality communication with clients. This position supports the Clinic Director and clinical staff, assists with staffing needs, and provides administrative and resource support. 

The ideal candidate will bring a proactive, can-do attitude and a solid foundation of administrative experience, with the opportunity to deepen their operational and leadership support skills while working alongside practice leaders. You’ll share our vision for improving and expanding access to quality mental care and thrive in an environment driven by our core values of authenticity, humor, compassion, creativity, acceptance and determination. 

Key Responsibilities:

• Serve as the first point of contact for clients—welcoming them warmly in person, over the phone, or via email
• Schedule and confirm client appointments, coordinate calendars for clinicians
• Manage and maintain electronic medical records (EMR), including scanning, uploading, and organizing documents
• Verify insurance, process intake paperwork, and ensure all necessary forms are completed accurately and on time
• Monitor and manage the flow of communication between clients, clinicians, and external providers
• Support various projects such as clinician onboarding or client outreach
• Prepare and review payroll reports
• Maintain confidentiality and compliance with HIPAA regulations
• Perform general office tasks: scanning, filing, mailing, organizing supplies, and other administrative functions
• Troubleshoot and support issues within the electronic health record (EHR) system, the payroll system, and the Microsoft Office suite
• Support clinic in positive culture building (celebrations, anniversaries, community drives, etc.)
• Identifying and reporting on business Key Performance Indicators (KPIs)
• Flexibility to take on additional duties as assigned
• Creating professional social media posts with tools like Canva a plus but not required

What We're Looking For:

• Empathy & Kindness: You understand the sensitivity required in mental health care settings and treat all individuals with respect and compassion
• Strong Admin Skills: Prior experience in administrative or healthcare support roles
• Tech-Savvy: Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams), and able to learn EMR systems quickly
• Multi-Tasking Ability: Able to manage multiple priorities and tasks in a high-paced and changing environment
• Detail-Oriented: Reliable with paperwork and patient records, with strong proofreading and data entry skills
• People-Oriented: Friendly, approachable, and collaborative in a team environment
• Strong Communication Skills: Excellent reading and writing ability, with clarity and professionalism
• Critical Thinking: Able to troubleshoot problems independently and bring creative solutions when needed
• Excellent time management skills with a proven ability to meet deadlines

Qualifications:

• 2+ years of experience in a medical, mental health, or healthcare administrative role 
• Familiarity with mental health or psychology settings is a plus
• High school diploma or equivalent required; college degree preferred
• Comfortable navigating confidential information and working in a HIPAA-compliant environment
• Ability to work both remotely and in person, as needed, in Manhasset/Great Neck and at a soon-to-open location in Garden City. 

Why Join Us:

• A supportive, mission-driven team
• Opportunities for growth and skill development
• Competitive pay in line with industry standards 
• Work that truly makes a difference in people’s lives
• A respectful work culture

Optional Submission:

• You may also submit a 300–500 word example of a time you identified an opportunity for improvement and used strategic or abstract thinking to create value. Describe what you noticed, why change was needed, and the steps you took. 

Flexible work from home options available.

Compensation: $25.00 per hour

Seeking creative & collaborative humans with a passion for changing mental health care in fun and meaningful ways.

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