Healing through compassion, connection, and community
HEART & GRACE THERAPY
About the Company
Heart & Grace Therapy is dedicated to providing a safe and nurturing space where healing begins with compassion and connection. We empower individuals, couples, and families to heal, grow, and thrive while cultivating a community rooted in empathy, authenticity, and grace. Our clinicians use evidence-based practices to foster emotional wellness, empowerment, and meaningful relationships.
About the Role
The Administrative Assistant (Part Time) supports the day-to-day administrative and operational functions of Heart & Grace Therapy, LLC. This role is essential in maintaining efficient workflows, client communication, scheduling coordination, and practice organization. The position requires professionalism, discretion, and the ability to manage sensitive information in a confidential healthcare setting.
Key Responsibilities:
Manage phone, email, and portal communications with clients and external partners
Assist with scheduling, appointment confirmations, and calendar coordination
Support onboarding processes for new clients and clinicians
Maintain and organize electronic records and documents in compliance with HIPAA standards
Assist with insurance verification, billing coordination, and follow-up as assigned
Support practice operations including form management, correspondence, and data tracking
Coordinate internal communications and assist with special projects as needed
Requirements
Education: High school diploma or equivalent required (Associate’s or Bachelor’s degree preferred)
Other Requirements:
Previous administrative or office support experience, preferably in a healthcare or mental health setting
Strong organizational skills and attention to detail
Ability to maintain confidentiality and adhere to HIPAA requirements
Proficiency with basic office technology (email, scheduling systems, document management)
Preferred Skills & Experience
Experience working in a therapy practice, medical office, or behavioral health setting
Familiarity with EHR systems (TherapyNotes preferred)
Knowledge of insurance terminology and healthcare workflows
Strong written and verbal communication skills
Ability to work independently, manage competing priorities, and problem-solve proactively
Warm, professional, and client-centered demeanor
Compensation
Hourly Rate: $18–$25 per hour, based on experience, skill set, and familiarity with healthcare or behavioral health operations
Hours: Approximately 10–20 hours per week, with potential for gradual expansion as practice needs grow
Benefits & Professional Supports
Flexible part-time schedule with remote or hybrid options (as applicable)
Paid training and onboarding support
Exposure to private practice operations and healthcare administration
Supportive, mission-driven work environment focused on care, integrity, and collaboration
Opportunity for role expansion, skill development, and increased responsibility over time
Potential eligibility for performance-based raises as the practice grows