Administrative Assistant - Part Time

At Pasadena Villa Outpatient, we are a dynamic, dedicated, and growing team of professionals deeply passionate about providing evidence-based and personalized clinical care for behavioral health conditions. Our team’s foundation is client centered care and clinical excellence through our 5-star service commitment – Respect, Accountability, Integrity, Flexibility, and Collaboration. We are committed to our team and our team is committed to our clients!

Centrally located to all the seven cities of the Hampton Roads area, Pasadena Villa Outpatient – Norfolk specializes in treating adults and adolescents who have anxiety disorders, bipolar disorder, major depressive disorders, personality disorders, and post-traumatic stress disorder (PTSD). We are committed to providing compassionate, comprehensive, and high-quality individualized psychiatric and psychotherapeutic care for individuals who suffer from severe and persistent mental illness while maximizing social functioning in the real world.

We are seeking a PT Administrative Assistant to join our dynamic team in Norfolk, VA.  Program hours are 4pm-7pm Tuesday, Wednesday, and Thursday; Work hours are 3:30-7:30pm

The Administrative Assistant assists the Executive Director and Office Coordinator with day-to-day operations of a specialized Intensive Outpatient and Partial Hospitalization behavioral healthcare practice. The Administrative Assistant is primarily responsible for client relationship management, client payment collections, medical records management and quality assurance, facility management, admission and intake and other daily tasks.

Essential Responsibilities

1. Works closely with designated Office Coordinator to ensure all local business office activity adheres to current policy and protocol.

2. Greets clients and visitors in a warm and welcoming manner.

3. Performs basic administrative front desk functions.

4. Collects payments and completes required documentation, as needed.

5. Communicates with leadership team members and/or others regarding day-to-day situations requiring management involvement.

6. Conducts all medical records activities of the outpatient center in a manner consistent with both clinical needs and other documentation requirements.

7. Conducts intakes for the purpose of opening client’s medical record and provides new client orientation.

8. Tracks and maintains a variety of reports in a timely, highly accurate manner.

9. Responsible for tasks associated with maintaining phone system and IT equipment utilizing help desk staff.

Additional Responsibilities

1. Serves as backup to the Admissions Coordinator for inquiries directed to the facility.

2. Communicates new admissions information with team members, as needed.

3. Attends and participates in trainings and scheduled meetings, as needed.

4. Performs other duties as assigned.

Experience and Education

Position requires a high school diploma or equivalent, bachelor’s degree in social work or a related field preferred and a minimum of two years of administrative experience in a behavioral health setting such as a hospital, outpatient clinic, or related service provider. Experience working with physicians and therapists is desirable. Must have knowledge of behavioral health terminology.

Skill Competencies

• Demonstrates knowledge and adherence to HIPAA guidelines related to security and documentation.
• Demonstrates a high level of customer service orientation.
• Demonstrates a high level of attention to detail and accuracy.
• Demonstrates the ability to navigate client relationship management software.
• Demonstrates comfort with computer software applications including Outlook, Word, and use of standard office equipment.
• Performs duties independently, responsibly and with a high level of integrity.
• Demonstrates alignment with company core values and treatment philosophy.

Pasadena Villa Outpatient  provides equal employment opportunities without regard to race, color, creed, ancestry, national origin, ethnicity, sex, gender, sexual orientation, marital status, religion, age, disability, gender identity, genetic information, service in the military, or any other characteristic protected under applicable federal, state, or local law. Equal employment opportunity applies to all terms and conditions of employment. Pasadena Villa  reserves the rights to modify, interpret, or apply this job description in any way the organization desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. Reasonable accommodations may be made to reasonably accommodate qualified individuals with disabilities. This job description is not an employment contract, implied or otherwise. The employment relationship remains “At-Will.”