Administrative Assistant (remote)

About ClearView Psychological Services

ClearView Psychological Services is a team of clinicians who offer comprehensive neuropsychological assessments for children, adolescents, and adults. Our team works closely with each client, their family, and their treatment providers to enhance understanding and improve treatment outcomes. As a small, collaborative team, we are dedicated to delivering meaningful insights and effective solutions through our comprehensive assessment process.

Job Description

We are seeking an organized, dependable, precise, and self-motivated remote Administrative Assistant to support the Owner and Director of ClearView Psychological Services. Responsibilities include expertly managing the owner’s complex schedule with the precision and strategy of a well-played game of Tetris.

You will be responsible for coordinating the owner’s calls with clients, parents, therapists, programs, and referral sources. At times, this can be complex and require managing many moving parts, so a high level of organization, persistence, and professionalism is essential. You will be responsible for maintaining accurate records in the CRM, documenting notes, and managing tasks efficiently.

Once trained in this aspect of the role, you will also work closely with the Director to coordinate admissions, prepare invoices and superbills (training will be provided), and assist with a variety of administrative tasks to support overall operations.

We are seeking an individual who communicates clearly, works with precision, takes initiative in learning independently, and is interested in a long-term role within our team.

This position requires access to a personal computer and reliable internet.

Hours Required

This remote position averages 10-15 hours per week, with the potential to increase to 20 hours per week during busy periods. Hours vary week to week, so flexibility and consistent daytime availability are essential.

Responsibilities

• Managing the owner’s complex (and at times maddening)
• Scheduling the owner’s calls and appointments, which often requires significant coordination and follow-through
• Responsible for collecting, organizing, and tracking client history forms, documents, and related paperwork as needed.
• Support the Director with the admissions process
• Invoicing: create and send invoices
• Prepare medical superbills (training will be provided)
• Assist with additional administrative tasks as needed

Qualifications

• Strong communication and interpersonal skills
• Highly organized, dependable, and flexible
• Experience with scheduling and calendar management
• Knowledge of and proficiency in Google Workspace (Docs, Sheets, Gmail, Calendar, Drive).
• Ability to learn new systems and processes quickly
• Demonstrates a proactive, self-directed approach to learning
• Customer service experience preferred
• Strong written communication skills