Administrative Assistant

Godaelli Psychiatry and Mental Health Center; Fredericksburg (VA); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

401(k)

Employee discounts

Health insurance

Paid time off

Job summary

Godaelli Psychiatry and Mental Health Center is seeking a capable administrative professional to join our front office team. The role focuses on calendar management, scheduling, and ensuring smooth office operations in a patient-centered environment.

You will coordinate with clinicians, referral partners, and staff, maintain filing systems, and support HIPAA-compliant handling of patient information, with standard office hours 8:00 AM–4:30 PM, Monday–Friday, and a 90‑day probationary period.

Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Solid calendar management and multi-party coordination experience.

Responsibilities

• Manage executive calendar, including scheduling appointments, meetings, and calls.
• Anticipate and resolve scheduling conflicts proactively.
• Send meeting reminders and prepare agendas and briefing notes in advance.
• Take and distribute meeting minutes.
• Coordinate with clinical staff, referral partners, and external stakeholders.
• Maintain organized physical and digital filing systems.
• Develop, update, and maintain office procedures.
• Support general office operations, including supply management and vendor coordination.
• Handle all patient and practice information confidentially and in compliance with HIPAA.
• Support marketing projects and events.

Skills

Calendar management

Executive support

Office software

Communication skills

Education

High school diploma or equivalent

Associate's or Bachelor's preferred

Tools

Microsoft Office

Google Workspace

Kareo / EHR systems

Job description

Benefits:

• 401(k)
• Employee discounts
• Health insurance
• Paid time off

At Godaelli Psychiatry, we are committed to helping individuals in our community live their healthiest lives. Behind the scenes and across the practice, you are a vital heartbeat in a team dedicated to transformative healthcare. We are looking for a team member who is driven, likes to take initiative, and enjoys learning.

Learn more about us here: www.godaellimentalhealth.com

Key Responsibilities

• Manage the executive calendar, including scheduling appointments, meetings, and calls
• Anticipate and resolve scheduling conflicts proactively
• Send meeting reminders and prepare agendas and briefing notes in advance
• Take and distribute meeting minutes
• Coordinate with clinical staff, referral partners, and external stakeholders
• Maintain organized physical and digital filing systems
• Develop, update, and maintain office procedures
• Support general office operations, including supply management and vendor coordination
• Handle all patient and practice information confidentially and in accordance with HIPAA
• Support marketing projects and events

Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree preferred
• 1–2 years of experience in an administrative or executive support role
• Demonstrated experience managing complex calendars and coordinating schedules across multiple parties
• Highly organized, with strong time management skills and the ability to prioritize competing projects
• Proficiency in Microsoft Office or Google Workspace
• Strong written and verbal communication skills
• Sound judgment and discretion when handling sensitive information
• Prior experience in a medical or behavioral health setting preferred
• Familiarity with Tebra (Kareo) or a comparable EHR system preferred

POSITION:

• Full-time: 40 hours per week
• Office hours are 8:00 AM – 4:30 PM, Monday–Friday
• The position has a 90-day probationary period

Godaelli Psychiatry and Mental Health Center is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to any characteristic protected by federal, state, or local law.