Administrative Assistant

Aspire Wellness Center, Inc; Maryland; On-site; USD 28,000 - 30,000; Full time

Benefits offered by this job

Sick PTO (40 hours annually)

Vacation PTO (80 hours annually)

Floating Holiday

Birthday PTO

Medical Insurance

Dental Insurance

Vision Insurance

401(k) after one year

Job summary

Aspire Wellness Center, Inc is seeking a compassionate Administrative Assistant to provide essential front-line support in our in-person outpatient mental health practice in White Marsh, MD. You will manage phone coverage, greet clients, schedule appointments, and maintain accurate records with strict confidentiality.

The role requires excellent customer service, strong organization, and the ability to multitask in a fast-paced healthcare environment while upholding HIPAA standards.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Previous experience in administrative, medical office, behavioral health, or healthcare setting preferred.
• Experience with scheduling, customer service, or front desk operations preferred.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to multitask, prioritize responsibilities, and work independently.
• Proficiency with Microsoft Office, Google Workspace, EHR, and general office technology.
• Maintain professionalism, discretion, and confidentiality in sensitive situations.

Responsibilities

• Provide daytime phone coverage and respond to calls, inquiries, and requests.
• Greet clients and visitors with outstanding customer service.
• Schedule, reschedule, and coordinate appointments; maintain provider calendars.
• Assist with intake coordination, confirmations, cancellations, waitlists, and client communications.
• Maintain client demographics, insurance, and contact information in the EHR.
• Scan, upload, organize, and maintain electronic documents and client records.
• Support daily office operations: filing, faxing, emailing, data entry, and admin tasks.
• Assist leadership and clinical staff with operational projects.

Skills

Customer service

Organization

Multitasking

Communication

Front desk operations

Confidentiality

Office software

HIPAA compliance

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office

Google Workspace

Electronic Health Records (EHR)

Job description

Position Summary

Aspire Wellness Center is seeking a compassionate, organized, and detail-oriented Administrative Assistant to join our growing outpatient mental health practice. This is a full-time, in-person position responsible for providing exceptional front-line administrative support to our clients, providers, and leadership team while helping ensure the smooth day-to-day operation of the practice.

The ideal candidate enjoys working in a fast-paced healthcare environment, possesses excellent customer service and communication skills, and is able to manage multiple priorities while maintaining professionalism and confidentiality.

Candidates must be willing and able to commute to our White Marsh office daily, as this position requires onsite administrative support.

Essential Responsibilities

Client & Administrative Support

• Provide consistent daytime phone coverage and professionally respond to incoming calls, client inquiries, and provider requests.
• Greet clients and visitors while providing outstanding customer service.
• Schedule, reschedule, and coordinate appointments while maintaining accurate provider calendars.
• Assist with intake coordination, appointment confirmations, cancellations, waitlists, and client communications.
• Maintain accurate client demographic, insurance, and contact information within the Electronic Health Record (EHR) system.
• Scan, upload, organize, and maintain electronic documentation and client records.
• Support daily office operations, including filing, faxing, emailing, data entry, and general administrative tasks.
• Assist leadership and clinical staff with operational projects and administrative initiatives as assigned.

Operational Support

• Provide administrative coverage during staff absences, including maternity leave and other planned or unplanned coverage needs.
• Assist with evening phone coverage as operational needs require.
• Serve as backup support for prior authorizations and client re-engagement efforts when primary staff members are unavailable.
• Monitor office workflows and communicate scheduling or operational concerns promptly.
• Maintain confidentiality while ensuring compliance with HIPAA and organizational policies.
• Foster a welcoming, organized, and professional office environment for clients, providers, and visitors.

Qualifications

• High school diploma or equivalent required; Associate degree preferred.
• Previous experience in an administrative, medical office, behavioral health, or healthcare setting preferred.
• Experience with scheduling, customer service, or front desk operations preferred.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to multitask, prioritize responsibilities, and work independently.
• Proficiency with Microsoft Office, Google Workspace, Electronic Health Records (EHR), and general office technology.
• Ability to maintain professionalism, discretion, and confidentiality in sensitive situations.

Preferred Skills & Characteristics

• Experience working in a mental health or healthcare setting.
• Strong problem-solving and critical thinking skills.
• Compassionate, client-centered approach to customer service.
• Ability to adapt to changing priorities and support multiple departments.
• Reliable, proactive, and team-oriented mindset.
• Positive attitude and willingness to learn new systems and processes.

Compensation

• Starting Pay: $20.00–$22.00 per hour, based on qualifications and experience.
• Schedule: Full-Time
• Work Location: This is an in-person position based in our White Marsh office. Candidates must be able to reliably commute to the office each workday.

Benefits

Eligible employees are offered a comprehensive benefits package designed to support work-life balance, wellness, and long-term financial planning.

Paid Time Off (Available After First 90 Days of Employment)

• 40 hours of Sick PTO annually (frontloaded after successful completion of the first 90 days)
• 80 hours of Vacation PTO annually (begins accruing after successful completion of the first 90 days)
• Floating Holiday
• Birthday PTO

Insurance Benefits (Available After First 90 Days of Employment)

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Aflac Supplemental Insurance

Retirement Benefits

• 401(k) Retirement Plan available after one year of employment

Aspire Wellness Center values employee wellbeing and strives to provide benefits that support both personal and professional growth.

Why Join Aspire Wellness Center?

At Aspire Wellness Center, we believe our employees are our greatest asset. We are committed to fostering a collaborative, supportive, and mission-driven environment where team members can grow professionally while making a meaningful difference in the lives of those we serve. If you are passionate about providing exceptional customer service and helping create a positive experience for clients seeking mental health care, we encourage you to apply.

Equal Opportunity Employer

Aspire Wellness Center is an Equal Opportunity Employer and is committed to creating an inclusive and supportive workplace for all employees and applicants. Employment decisions are made without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other protected characteristic in accordance with applicable federal, state, and local laws.

We value diversity and believe that a collaborative, respectful, and inclusive environment strengthens our team and enhances the care we provide to our clients and community.