Administrative Assistant

Part Time • Oakland, CA, United States of America

nan - nan (Hourly) Added 1 week, 4 days ago

Summary

LOCATION

Primarily remote with occasional in-person tasks in Oakland, CA

QUALIFICATIONS

Strong organizational and time management skills, experience with Google Workspace, Trello, and social media management (preferred), basic bookkeeping skills, familiarity with payroll systems (Gusto preferred), comfortable working remotely, bilingual (English/Spanish) preferred but not required.

RESPONSIBILITIES

Manage the President’s calendar, handle internal and external communication, assist with hiring and onboarding, support event planning and payroll processing, perform in-person duties, manage patient onboarding, submit and track medical claims, oversee SEO and marketing efforts, and ensure compliance with HIPAA regulations.

INDUSTRY

Psychotherapy and Mental Health Services

SHORT DESCRIPTION

Seeking a detail-oriented and proactive Administrative Assistant to support operations at Bay Psychology Group, primarily in a remote setting with some in-person responsibilities.

**Company Overview:**

Bay Psychology Group, Inc. is a leading psychotherapy practice in the Bay Area, dedicated to providing clinical psychotherapy and psychological services to our diverse patient population. We pride ourselves on maintaining a reputation for fair and honest dealing while offering comprehensive care in a supportive environment. We are currently seeking a detail-oriented and proactive Administrative Assistant to support our team and ensure smooth operations across all business functions.

**Position:**

**Administrative Assistant (W-2 Employee, Part-Time, Hybrid)**

**Location:** Primarily remote with occasional in-person tasks in Oakland, CA

**Hours:** 10-20 hours per week

**Compensation:** $16.50/hour

**Start Date:** [Insert Start Date]

**Benefits:** Access to 401(k) retirement plan, 529 college savings plan, paid sick leave, internet reimbursement

**Health Benefits:** Full health benefits, including medical, dental, life, and vision insurance, will be provided upon the Employee reaching 20 hours per week. These benefits will be offered at 75% coverage by the Company, with the remaining 25% covered by the Employee.

**Job Description:**

We are looking for a dynamic Administrative Assistant to join our team. This role involves a variety of administrative duties that are essential to the functioning of our practice. The position is primarily remote, but it also includes in-person tasks such as receiving mail, managing deliveries, watering plants, and stocking the office.

**Key Responsibilities:**

- **Schedule Management:** Manage the President’s calendar, coordinate meetings, and send reminders for important deadlines.

- **Communication:** Handle internal and external communication, oversee social media accounts, and serve as a liaison for English and Spanish communications.

- **Hiring & Onboarding:** Assist with posting job ads, screening applicants, and coordinating the onboarding process for new hires.

- **Administrative Support:** Support event planning, process payroll bi-weekly, manage bookkeeping tasks, and maintain office supplies.

- **In-Person Duties:** Handle in-office tasks such as collecting mail, interfacing with deliveries, watering office plants, and stocking supplies.

- **Patient Onboarding:** Create patient accounts, send intake paperwork, and ensure smooth coordination with clinicians.

- **Medical Claims:** Submit and track insurance claims, investigate issues, and ensure timely follow-ups on outstanding payments.

- **SEO and Marketing:** Manage and update social media accounts, optimize website SEO, and explore opportunities for backlinks and content marketing.

- **Compliance and Record-Keeping:** Track key performance metrics, ensure HIPAA compliance, and maintain detailed records of tasks.

**Requirements:**

- Strong organizational and time management skills

- Ability to handle sensitive information with discretion and professionalism

- Experience with Google Workspace, Trello, and social media management (preferred)

- Basic bookkeeping skills and familiarity with payroll systems (Gusto preferred)

- Comfortable working remotely and using digital communication tools

- Bilingual (English/Spanish) preferred but not required

- Must have reliable internet and a personal cell phone for work-related tasks

- Willingness to perform occasional in-person duties at the Oakland office

- Willingness to undergo HIPAA training and sign confidentiality agreements

**Probationary Period:**

This role includes a 90-day probationary period during which performance will be evaluated based on timeliness, accuracy, and independence in handling assigned tasks. Continuation of employment is dependent on successfully meeting these benchmarks.

**Equal Opportunity Employer:**

Bay Psychology Group, Inc. is committed to diversity and inclusion. We encourage applicants from all backgrounds and experiences to apply.

Job Type: Part-time

Pay: From $17.50 per hour

Expected hours: 10 – 20 per week

Benefits: