At Willow Bee Management Company, we are dedicated to supporting mental health and wellness through our two affiliated businesses: Inner Balance Mental Health & Wellness and Dr. Willoughby & Associates. We are seeking a meticulous and detail-oriented Administrative Assistant to join our dynamic team and help us make a meaningful impact on our clients. This part-time role offers the chance to work in a supportive environment where you can build a lasting career and grow as we grow.
About Us
Our management company oversees two unique organizations:
Dr. Willoughby & Associates specializes in psychological testing for ADHD and academic concerns and provides remote consultations to veterans through a skilled team of psychologists.
Inner Balance Mental Health & Wellness offers psychiatric medication management services for clients in the Baltimore area.
Position Details
Part-time: 20-30 hours per week (based on candidate availability)
Compensation: $15-$19 per hour (commensurate with experience)
Key Responsibilities
Prepare reports for clinical veteran consultations, including gathering information, reviewing for accuracy, and managing appointments.
Assisting psychologists with rescheduling requests, including obtaining alternative times and coordinating with veterans for rescheduling.
Field client requests for medication management clients, including scheduling, refill requests, and non-clinical questions.
Assist the HR & Billing Manager with client billing, including copay charges, insurance claims, payment tracking, and client scheduling.
Support psychological testing appointments by scheduling interviews, checking data accuracy, and tracking missing forms.
Track form completion, including intake forms, testing observer forms, and additional required forms.
Coordinate administrative support for marketing efforts, including referral lists, mailing newsletters, and identifying new referral sources.
Maintain a welcoming office environment with regular upkeep, including light cleaning, restocking, and tidying common areas.
Track inventory of office supplies for both locations.
Perform filing and organization duties, ensuring accessibility and accuracy of documents.
Delivering effective and prompt communication via email and phone to all clientele.
Collaborate with senior support staff on additional administrative tasks as assigned.
Skills and Qualifications
Communication & Professionalism: Skilled in client and colleague interactions, demonstrating professionalism, empathy, and strict confidentiality with Protected Health Information (PHI).
Technical Skills: Proficiency in computer systems, particularly Google Suite, with accuracy in data entry, strong grammar, and attention to copy-editing.
Detail-Oriented & Follow-Through: High attention to detail and follow-through, ensuring task accuracy and completion.
Initiative & Ownership: Proactive in managing tasks, seeking guidance when needed, and showing commitment to continuous learning and growth.
Organization & Time Management: Skilled in organizing tasks, managing multiple responsibilities, and adapting quickly as needed.
Adaptability & Learning: Quick to learn new tasks with a flexible, growth-oriented approach to changing assignments.
Team Player: Positive and constructive with clients and colleagues, open to feedback, and focused on both personal and professional development.
We're looking for a dedicated team member who values stability and is excited to be part of our vision for the long term. If you're passionate about making a difference and eager to join a supportive team, we would love to meet you.