Open Position:

Client Care Coordinator/Administrative Assistant

Your role is key to the success of our team. You are the kind and professional first-contact our clients have with our organization.

Job Description

The Journey and The Process (TJATP) is looking for a part-time virtual assistant to join our expanding private practice. This position is perfect for you if you are looking for meaningful, consistent, professional work and need the flexibility to work from anywhere. You will start at 10 hours per week with the possibility to expand to full-time as our organization grows and after you’ve completed a probationary period. Hourly pay $15-20 per hour depending on experience.

Who Are We?

TJATP is a mental health organization that provides skilled therapy to children (ages 5+), individuals, and couples who have experienced traumatic events or struggle with depression and anxiety. We serve many men and women in the Christian church and often work with pastors and clergy to support our clients. We are committed to providing the absolute best clinical care and customer service experience for our clients. People reach out to us in distress, when they’re discouraged, desperate, frustrated, and don’t know what else to do. We want to provide them with relief and hope from the very first phone call or email. We answer questions honestly and directly. We always return calls and respond to every email. We help people get the help they need, even if we’re not the right fit for them.

We value efficiency and direct communication. We don’t want to spend time in endless staff meetings when an email or short video message will accomplish the same thing. If there’s a miscommunication or we need you to change the way you’ve been doing something, we’ll just tell you. Our communication motto is “clear is kind.”

We run a paperless office. Our systems for keeping client records, tracking referrals, tracking time worked, communicating with other staff, and getting paid are all online. This is what allows you to work from anywhere!

About you

You’ve been wanting work-from-home job that fits your skill set and values your professional experience. You want to know the work you do matters. You like to help people. You work well with little direct supervision, in fact, you prefer it.

You are detail oriented, don’t need reminders to meet deadlines, and pride yourself on your ability to follow through. You’re the kind of person who does what you say you’ll do. You like a work culture that’s not a strict “clock in and clock out” but a “we trust you to get your work done” kind of place.

About this job

We are currently hiring for someone to fill the roles of Client Care Coordinator and Virtual Assistant in one!

TJATP’s Client Care Coordinator answers phone calls and emails from potential clients. He/she conducts phone consultations with potential clients to ensure they are a good fit for our practice. This includes finding out about the type of problem the client is facing, explaining how we work with people, discussing fees, session frequency, and answering questions about insurance. The Client Care Coordinator then matches the client with a therapist, sets them up in our system, and notifies the therapist of the new appointment. They may refer the client to other providers if we aren’t a good fit for them. The Client Care Coordinator maintains confidentiality at all times.

TJATP’s Virtual Assistant (VA) tracks the source of the potential client inquiries and the results of their communication (referred out, scheduled, etc.). They compile monthly reports about client services, retention, and therapist time. The VA sends satisfaction surveys when clients successfully complete therapy and tracks our results over time. Like the Client Care Coordinator, the VA must maintain client confidentiality at all times. Our services qualify as healthcare services and we have a legal obligation to maintain our clients’ confidentiality. This means that you cannot share identifying information about the people you communicate with and must follow TJATP protocols for safely storing client information.

The VA also assists in some basic marketing duties, including, but not limited to, preparing posts for our social media platforms, basic video editing, posting videos to YouTube and our blog.

Other support and administrative tasks may be assigned as needed.

The Client Care Coordinator/VA must have a smart-phone, computer, and reliable internet service.

We are looking for the following skills:

General admin skills and perfect attention to detail
Good memory for client base
Doesn’t mind interacting with people who need a lot of support due to emotionality, such as multiple reminders and repeating instructions, and is comfortable talking to others about their personal lives
Good interpersonal boundaries (warm and supportive but firm and doesn’t feel guilty about enforcing a policy)
Problem solver
45+ WPM
Excellent written and verbal communication
Able to multitask
Good at anticipating what needs to be done… and DOES IT
Excellent internet research skills
Able to compile reports with instruction
Good at creating and altering systems as well as automation of tasks
Social media skills a plus but not required
Knowledge with the following programs is a plus but not required: Simple Practice, Google Workspace, Asana, MarcoPolo, Gusto, WordPress, iMovie, Canva

Why this job?

You are an integral part of a team of amazing professionals doing life-changing work. We really can’t do what we do best without you.

You are an important link in helping people in distress find the help they need.

You get to work in a supportive, affirming, creative environment with a bunch of kind, funny, and smart people.

We believe personality fit is important. It’s important that we’re a good fit for the clients we work with and that our employees are a good fit for our company culture. If you’ve liked what you’ve read so far and think you have the right skills for the job, please apply below. We’d love to meet you!

Application

Name *

First

Last

Email *

PRACTICAL INFORMATION

Are you available to work 10+ hours per week and to keep the same hours every week? *

Are you available to work between the hours of 10 am - 6 pm Central Time, Monday-Friday? *

Your exact hours will be determined later, but we need to know if you can work within this time frame.

Are you willing to submit to a background check prior to beginning employment? *

Have you ever been disciplined by a licensing board or professional organization or let go from a position because of misconduct? *

Example: stealing money or supplies, breach of confidentiality, mistreatment of clients/patients/customers, etc)

If you answered yes above, please explain.

JOB QUALIFICATIONS

What job or life experience do you have that has prepared you for this job? *

Please describe any customer service experience you have. *

Please describe your experience working in a healthcare setting, if any. *

Are you familiar with HIPAA? Have you had a job where you had to maintain confidentiality of clients or customers?

Do you have any experience working remotely? What platforms or technologies have you used? *

We are all about efficiency and cooperation. Please describe a time you developed or improved a system to work more efficiently. *

ASSESSING FIT

What roles do you prefer to take on a team? *

Are you the leader, the ideas person, the implementor? Are you good at follow through and just want to be told what to do? Do you like complete autonomy to do your job the way that works best for you? Tell us about how you know you work best and which roles you are most comfortable taking.

What’s your preferred communication method for a work setting? *

Phone, email, text, video message, comments/messages on project management software, etc?

How would you describe your communication style? *

What was your favorite part about your favorite job? *

Tell us, what do you love about you? What’s something you’ve accomplished that you’re really proud of? *

In addition to having the right skills for the job, we want to make sure you’re a good fit for our company culture and the personalities who already work here. We don’t make hiring decisions based on any of those protected class things, so you don’t have to share anything about you that you don’t want to share.

FINAL STEPS

Please use a file-sharing service like Google Drive or DropBox to share your resume and cover letter. This is partly a convenience as our site doesn't currently support document uploads and also part skills-test. We use a lot of technology in our work. We want to know that you can navigate file-sharing.

Please add a link to your resume. *

Please add a link to a cover letter. *

This "cover letter" could be a traditional letter if that's your thing. Or you could share a video or slide-show or IG reels if that's your preferred way of introducing yourself and letting us know why you'd be a great fit for this job.

We look forward to meeting you! All submissions will be reviewed. Some applicants will be invited to interview.

Note: TJATP is an equal opportunity employer. We’re also an anti-racist, anti-sexist workplace. We don’t always get it right, but we are committed to having the hard conversations and doing the work in ourselves so that we don’t replicate systems of oppression in the therapy room with our clients or within our team.