Administrative Assistant

Grace Assessment & Therapy Services; Winchester (VA); On-site; USD 19,000 - 28,000; Part time

Job summary

Grace Assessment & Therapy Services in Winchester, VA is seeking a part-time Administrative Assistant to support daily operations. The role involves handling phone calls, scheduling, greeting clients, maintaining records, processing forms, and assisting with billing inquiries in a confidential medical setting.

You will collaborate with clinicians and staff, ensure accurate scheduling, manage documentation, and use practice management software while upholding privacy standards.

Qualifications

• Proven ability to support office operations and clinician schedules.
• Professional phone etiquette and client communication.
• Solid clerical skills including filing, data entry, and records management.
• Ability to maintain confidentiality and HIPAA/privacy compliance.
• Comfort with scheduling systems and practice management tools.
• Strong organizational skills and attention to detail; able to multitask.

Responsibilities

• Answer and triage phone calls; schedule appointments; greet clients warmly.
• Maintain client records; process forms and documentation; manage mail.
• Perform general clerical tasks: filing, data entry, scanning.
• Coordinate clinician schedules and relay information to staff.
• Assist with basic billing or insurance inquiries; protect privacy.

Skills

Administrative support

Phone etiquette

Clerical skills

Confidentiality

Scheduling

Multitasking

Education

High school diploma

Tools

Practice management software

Microsoft Office

Job description

Company Description

Grace Assessment & Therapy Services of Winchester is a multidimensional behavioral health practice supported by experienced clinicians and professional staff. The team is dedicated to providing high-quality assessment and therapy services in a compassionate, client-centered environment. Staff work collaboratively to ensure that individuals and families receive coordinated, thorough, and timely care. The practice values integrity, respect, and professionalism in all interactions with clients and colleagues. Team members are encouraged to contribute to a positive and supportive workplace culture.

Role Description

The Administrative Assistant role is a part-time, on-site position based in Winchester, VA. This role supports the smooth daily operations of the practice by managing phone calls, scheduling appointments, and greeting clients in a professional and welcoming manner. Responsibilities include maintaining client records, processing forms and documentation, handling incoming and outgoing mail, and performing general clerical tasks such as filing, data entry, and scanning. The Administrative Assistant collaborates with clinicians and staff to coordinate schedules, relay accurate information, and support office workflows. This role also involves maintaining reception and office areas, assisting with basic billing or insurance inquiries, and using practice management software in compliance with privacy and confidentiality standards.

Qualifications

• Candidates should possess strong Administrative Assistance and Executive Administrative Assistance skills to support office operations and clinician schedules.
• Candidates should possess professional Phone Etiquette and Communication skills to interact effectively with clients, colleagues, and external partners.
• Candidates should possess solid Clerical Skills, including filing, data entry, document preparation, and record management.
• Ability to maintain confidentiality and handle sensitive information in line with privacy regulations and Hipaa laws.
• Comfort using office software and scheduling or practice management systems; willingness to learn new tools.
• Strong organizational skills, attention to detail, and the ability to manage multiple tasks in a busy environment.
• Prior experience in a healthcare, behavioral health, or counseling office setting is beneficial.
• Strong interpersonal skills including boundaries and diversity awareness ans sensitivity.
• High school diploma required; additional training or coursework in office administration is a plus.