Personal / Administrative Assistant

Erika Cooley Therapy is pleased to offer a part-time Personal/Administrative Assistant to join our team. This role provides support for all back-end functions of the group practice, and is responsible for personal assistant duties as needed for the Director. The assistant provides invoicing, payroll management, bookkeeping, staff training, and administrative support for the practice as well as for the Director’s home. Candidate must have prior administrative experience. This is primarily a remote position, with irregular hours on-site at the office and the Director’s home.

Bookkeeping Responsibilities

  • Process and post payments in electronic medical record as well as record daily transactions, post debits and credits, produce and track invoices
  • Support and liaise with practice accountant and bookkeeper
  • Organize and streamline internal tracking and the generation of reports
  • Submit claims to insurance, monitor status, and liaise with insurance as needed to facilitate reimbursement

HR Responsibilities

  • Maintain employee contracts
  • Onboarding of new therapists in the practice,
  • Training clinicians in office software including Theranest, and Ringcentral
  • Liaise with practice’s attorney

Office Administration Responsibilities

  • Manage external vendors, schedule maintenance and repairs: HVAC, Exterminators, Cleaning Service, etc
  • Ensure licensure, insurance, tenant malpractice insurance is up to date
  • Order and manage office supplies
  • Update website content (knowledge of Squarespace)
  • Create systems for organizing email, calendars contacts
  • Convert all paper documents to organized electronic files
  • Create systems for ongoing office organization
  • Run errands as needed

Personal Assistant Responsibilities

  • In- home systems creation and organization
  • Run errands as needed

Qualifications/Experience

  • An active approach to problem-solving
  • Integrity, honesty, discretion and compassion
  • Extremely organized and ability to proactively create and streamline efficient systems
  • Prior experience with office administration/ office management
  • Excellent written and verbal communication skills
  • Willingness to pitch in and help wherever needed

Compensation

  • $25/hr, plus 2 weeks paid vacation

Application Instructions

  • Please email cover letter and CV to Ashley Cooper at ashleyc@erikacooley.com. Write “Administrative Assistant Application” in the subject line.