Administrative Assistant

POSITION OVERVIEW

Graceway is seeking a warm, organized, and detail-oriented Administrative Assistant to join our counseling practice. As the first point of contact for our clients, you play a vital role in setting the tone for their care by providing a welcoming, safe, and professional environment. The ideal candidate is a proactive problem-solver who excels in front-office management, client communication, and clinical support.

We are looking for someone who shares our passion for helping others, thrives in a collaborative setting, and is eager to help our team grow and learn while ensuring our daily operations run smoothly. ABOUT GRACEWAY Here at Graceway, we believe in creating the best atmosphere for our clients and employees and giving back to our community.

Our mission is to provide compassionate, God-honoring services that empowers individuals, couples, and families to experience healing, restoration, and growth. Our vision is to be a trusted sanctuary of hope and renewal where lives are transformed through the power of God's grace. We aspire to cultivate a community that embraces faith, fosters resilience, and equips individuals to navigate life's challenges with confidence and purpose.

OUR VALUES Graceway lives by values that guide who we are as a team and how we present to our communities. We hire staff who bring these values to life. Faith : We place Christ at the center of all we do, integrating Biblical truths with professional counseling to foster hope, healing, and transformation. Compassion : We approach every client with empathy, understanding, and unconditional love, reflecting Christ’s example of care and grace.

Integrity : We uphold honesty, transparency, and ethical practices in our counseling services, ensuring trust and respect with every client. Excellence : We are committed to providing the highest quality of professional care, continuously growing in knowledge, skill, and spiritual discernment. Hope : We believe in the restorative power of God’s grace and the ability of every individual to find healing, purpose, and renewed strength.

Respect : We honor the unique stories, beliefs, and experiences of each individual, valuing their dignity and worth as God’s creation. Community : We foster a supportive environment where individuals, couples, and families can grow together, connected by faith and mutual encouragement. Resilience : We equip individuals with tools to overcome challenges, empowering them to walk forward in faith, strength, and perseverance.

DUTIES & RESPONSIBILITIES Client Experience & Intake Assist with intake calls : Field initial inquiries, gather necessary preliminary information, and guide prospective clients through the onboarding process with empathy and professionalism. Create a welcoming environment : Greet clients warmly upon arrival, ensure the waiting area is tidy and comfortable, and notify therapists of client arrivals.

Schedule management : Schedule, reschedule, and manage client appointments, handle cancellations, and monitor therapist waitlists. Communication: Answer and direct incoming phone calls and respond to general practice emails promptly and professionally. Clinical Support & Compliance Verify insurance : Check and verify active insurance benefits and coverages for both new and established clients.

Manage EHR & documentation : Assist in managing intake paperwork collection and ensure all Electronic Health Record (EHR) files are accurate, thoroughly completed, and consistently up to date. Maintain confidentiality : Strictly adhere to HIPAA guidelines and maintain the highest level of confidentiality regarding all patient information and records.

Records coordination : Process records requests and coordinate information sharing with external referring agencies or primary care providers as needed. Payment processing : Collect client copayments/balances at the time of service, provide receipts, and handle basic billing inquiries. Office Operations & Team Collaboration Equipment maintenance : Assume responsibility for the general maintenance and troubleshooting of office equipment (printers, fax machines, phones) and ensure office supplies are adequately stocked.

Team engagement : Bring a passion for working with others and actively contribute to helping our team grow, learn, and improve our services. Meeting attendance : Attend all mandatory staff meetings and complete ongoing training as directed by Graceway. Reliability : Maintain regular, reliable attendance and ensure timely arrival to work to open the office and prepare for the day's appointments.

General support : Perform other duties and administrative tasks as may be assigned by the office management.

QUALIFICATIONS

Bachelor’s degree in Counseling, Psychology, or a related field from an accredited institution or actively pursuing degree 1–2 years of experience in an administrative, reception, or customer service role. Excellent verbal and written communication skills, with a warm, professional phone and in-person demeanor. Strong organizational skills, attention to detail, and the ability to multitask in a busy environment.

Proficiency with basic computer systems, including Microsoft Office Suite or Google Workspace, and the ability to learn new software quickly. High emotional intelligence and empathy when interacting with individuals who may be experiencing distress. Ability to work independently as well as collaboratively within a team setting.

PREFERRED SKILLS

/ QUALIFICATIONS: Prior experience working in a medical, mental health, or counseling practice setting. Familiarity with Electronic Health Records (EHR) systems. Experience with medical insurance verification, pre-authorizations, and basic billing processes. Working knowledge of HIPAA regulations and best practices for patient privacy.

Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, Psychology, or a related field.

COMPENSATION

& BENEFITS: Competitive hourly-based compensation Flexible schedule Opportunities for professional growth and continuing education support. Supportive team environment focused on collaboration and care quality. Paid Parking Paid Holidays OUR HIRING PHILOSOPHY Graceway Counseling Center is a biblically founded and faith-driven organization rooted in the truth and love of Jesus Christ.

Our Christian faith is central to our mission and shapes every aspect of our work, from clinical care to community engagement. While we warmly welcome and serve individuals from all backgrounds, beliefs, and walks of life, we are intentional in building a team of like-minded professionals who share our faith in Christ and uphold our biblically based values in both practice and heart.