Administrative Assistant - Nutrition Counseling
Mom's Meals
Full-time
Remote
United States
$17.25 - $23.32 USD hourly
Administrative
Provide operational and clerical support to the Nutrition Counseling Program to improve efficiency and allow clinicians to focus on member care. Responsibilities include session preparation, documentation management, CRM/Healthie updates, inbound call handling, and workflow troubleshooting. Ideal candidates are detail-oriented, adaptable, and tech-savvy.
Hourly Wage: $17.25-23.32/hour
Position Responsibilities may include, but not limited to
- Review upcoming sessions in CRM; confirm session type, member eligibility, and documentation completeness
- Create/update member profiles in Healthie and link to calendars
- Audit data quality and correct errors per naming conventions
- Save PDFs and notes using standardized naming conventions.
- Schedule follow-ups and ensure next steps are documented.
- Upload paperwork into CRM, Healthie, or CareLink; run completion checks
- Handle inbound calls from members for assessments or follow-ups
- Provide non-clinical program information; route calls to appropriate RD
- Reduce call attempts to improve completion rates and satisfaction
- Monitor shared inboxes, call queues, and system alerts
- Identify and escalate workflow issues or missing data
- Assist with pilot testing of new tools and maintain logs/trackers
- Support leadership with workflow optimization, documentation clean-up, audits, member mailings, and simple reporting
Required Skills and Experience
- High school diploma
- 2+ years administrative, customer service, or healthcare support experience
- Strong organizational skills, attention to detail, and ability to manage multiple priorities
- Proficiency with technology platforms (CRM, EMR/EHR, call center software)
- Excellent verbal and written communication skills
Preferred Skills and Experience
- Associate's degree
- Experience supporting clinical, nutrition, or wellness teams
- Familiarity with nutrition terminology and chronic disease concepts
- Experience with Salesforce, Healthie, CareLink, NICE, or similar systems
- Telehealth or call center experience; bilingual (Spanish/English)
Physical Requirements
- Repetitive motions that include the wrists, hands and/or fingers
- Sedentary work that primarily involves sitting, remaining in a stationary position for prolonged periods
- Visual perception to perform job including peripheral vision, depth perception, and the ability to adjust focus
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.