Part-Time Virtual Administrative Support Specialist

About Mindful Admins Mindful Admins is a virtual administrative, marketing support and recruiting agency dedicated to empowering mental-health private practices across the country. We believe exceptional care starts with exceptional support-through thoughtful communication, proactive problem-solving, and creating seamless experiences for both clinicians and their clients. Our team thrives on flexibility, collaboration, empathy, and excellence. We're looking for detail-oriented professionals who love remote work and find meaning in supporting clinicians who are changing lives every day. The Role As an Administrative Support Specialist, you'll provide high-level virtual support to mental-health providers nationwide. You'll be the behind-the-scenes partner who keeps practices running smoothly, from coordinating intake, managing schedules, organizing systems, and ensuring every client interaction feels warm, professional, and responsive. For many practices, you'll be the first voice they hear or the first message they receive. Your work directly shapes their experience and helps clinicians focus on what they do best: providing care. This role is perfect for someone who is proactive, tech-savvy, naturally organized, and energized by helping others succeed. What You'll Do Client Intake & Referral Management • Respond promptly and warmly to phone, email, and website inquiries • Screen and prepare potential clients using practice-specific intake procedures • Schedule new and returning clients while managing cancellations and rescheduling requests • Enter and maintain accurate, up-to-date client information in EHR systems • Communicate clearly with clients about policies, billing, availability, and next steps Inbox, Phone & Calendar Management • Manage client and practice communications with professionalism and care • Prioritize messages, flag urgent matters, and respond according to established protocols • Maintain organized calendars, coordinate recurring appointments, and track clinician availability • Confirm appointments and follow up as needed to reduce no-shows Operations & Administrative Support • Learn and maintain each practice's unique workflows, preferences, and communication style • Assist clinicians with documentation tracking, forms, system updates, and practice management tasks • Research and update referral lists and community resources • Support marketing efforts through research, outreach, and identifying strategic contacts • Ensure HIPAA compliance at all times (comprehensive training provided during onboarding) • Handle ad hoc administrative projects with flexibility and initiative What You Bring Required Qualifications • High school diploma or equivalent • Minimum 6 months of administrative experience • Proven ability to self-manage, prioritize tasks, and meet deadlines consistently • Excellent customer service skills with a friendly, compassionate communication style • Strong proficiency with Google Workspace (Docs, Sheets, Slides, Drive) • Outstanding written and verbal communication abilities • High attention to detail and exceptional organizational skills • Ability to multitask effectively in a dynamic, fast-paced environment • Reliable high-speed internet connection and comfort with virtual collaboration tools • Genuine empathy and strong active listening skills in all client interactions • Be available to perform three daily client check-ins each week Preferred Experience • Background in mental health, medical, or healthcare administration • Experience supporting multiple clients or juggling competing priorities • Familiarity with EHR systems such as SimplePractice, TherapyNotes, IntakeQ, TheraNest, or Jane App • Sales, inquiry conversion, or customer relationship management experience • Quick learner who adapts easily to new tools, systems, and processes Who Thrives Here We're looking for someone who: • Works independently but communicates proactively with their team • Finds satisfaction in creating order, clarity, and efficiency • Is dependable, punctual, and consistently reliable • Brings a positive, solution-oriented mindset to challenges • Has genuine respect and appreciation for the mental-health field • Values clear communication, healthy boundaries, and mutual respect • Is excited to be a trusted support partner to dedicated clinicians Responsibilities In this role, you will support mental-health practices with tasks including, but not limited to: Client Intake & Referral Management • Respond promptly to phone, email, and website inquiries • Screen and prepare potential clients using practice-specific intake procedures • Schedule new and existing clients, manage cancellations, and coordinate rescheduling • Enter and maintain accurate client information in EHR systems • Provide clear communication to clients regarding policies, billing, availability, and next steps Inbox, Phone & Calendar Management • Manage client and practice inboxes with professionalism and accuracy • Prioritize