Office Administrator

Vivia; Chicago (IL); On-site; Full time

Job summary

Join Vivia as an Office Administrator at our community mental health center, where you will support clinic operations and provide exceptional customer service. If you're passionate about mental health and excel in organization, this role offers an opportunity for meaningful work in a dynamic environment. Ideal candidates will have experience with patients, strong communication skills, and a detail-oriented approach to administrative tasks.

Benefits

401(k)

Medical insurance

Vision insurance

Paid maternity leave

Paid paternity leave

Disability insurance

Qualifications

• Experience working directly with patients in a mental health setting is required.
• Proficiency with Microsoft Office tools is necessary.
• Strong attention to detail and ability to work independently.

Responsibilities

• Manage front desk duties: greet patients, schedule appointments, and answer phones.
• Provide vital administrative support to clinicians and care teams.
• Maintain records in AthenaOne or similar EHR with data integrity.

Skills

Customer Service

Communication

Organization

Multitasking

Tech-Savvy

Education

High school diploma

Additional admin training or certifications

Tools

Microsoft Office

AthenaOne

Job description

This range is provided by Vivia. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$18.00/hr - $22.00/hr

Direct message the job poster from Vivia

Are you passionate about mental health and exceptional at making people feel welcomed, heard, and supported? We're looking for an Office Administrator to join our community mental health center—a dynamic, diverse clinic serving individuals with warmth, dignity, and care.

This role is ideal for someone with experience working directly with patients (preferably in mental health), who thrives on organization, can work independently, and takes pride in delivering world-class customer service. It’s also an excellent fit for those planning to pursue a career in mental health, offering firsthand exposure to clinical operations, documentation, and patient-centered care.

What You'll Do:

Support Clinic Operations

• Manage front desk duties: greet patients, schedule appointments, answer phones, and keep the clinic running smoothly
• Provide vital administrative support to our clinicians and care teams
• Accurately maintain records in AthenaOne (or similar EHR), ensuring timely follow-up and data integrity

Communicate with Compassion

• Clearly explain consent forms and paperwork in accessible, patient-friendly language
• Reach out via phone, text, or email to confirm appointments and follow up on missed visits
• Keep our patient census current and support efficient care coordination

Stay Organized + Tech-Savvy

• Use Microsoft Office tools (Word, Excel, Outlook) and our Electronic Health Record system to streamline tasks and workflows
• Keep documentation, supplies, and communications tidy and on track

Bring Positivity and Dependability

• Show up with a welcoming, professional attitude—every day
• Be on time, reliable, and ready to adapt in a fast-paced environment
• Help create an inclusive space where everyone feels respected and valued

What We’re Looking For:

• Experience working directly with patients (required); mental health setting experience strongly preferred
• Proficiency with Microsoft Office tools; familiarity with AthenaOne or other EHR systems is a plus
• Excellent verbal and written communication skills
• Strong attention to detail and multitasking ability
• Ability to work independently with minimal supervision
• High school diploma required; additional admin training or certifications are a plus
• Comfort working in a diverse, community-based environment
• 4 days/week: Monday to Thursday (9 am–5 pm)
• Primary location: Bucktwonw Clinic (occasional coverage at other Chicago locations as needed)

If you're someone who believes in mental health equity, knows how to keep an office humming, and can turn administrative tasks into meaningful connections, we’d love to meet you.

Apply now or share this post with someone ready to grow their career in community mental health.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative, Customer Service, and Other

• Industries

  Hospitals and Health Care and Health and Human Services

Referrals increase your chances of interviewing at Vivia by 2x

Inferred from the description for this job

401(k)

Medical insurance

Vision insurance

Paid maternity leave

Paid paternity leave

Disability insurance

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