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 messages, flag urgent concerns, and respond according to practice protocols
• Maintain organized calendars, recurring appointments, and clinician availability
• Set up, track, and confirm appointments as needed

Operations & Administrative Support

• Maintain up-to-date knowledge of each practice’s workflows, preferences, and communication style
• Support clinicians with practice management tasks such as forms, documentation tracking, or system updates
• Create and update referral lists through research or outreach
• Support marketing activities such as basic research or identifying community contacts
• Comply with HIPAA standards at all times (training provided during onboarding)
• Assist with ad hoc administrative tasks as needed

What We’re Looking For

We’re seeking someone who:

• Works well independently but communicates proactively
• Loves creating order out of chaos
• Is dependable, timely, and consistent
• Brings a positive, solution-oriented attitude
• Has genuine respect and appreciation for mental-health work
• Values clear communication and strong boundaries
• Is excited about being a dedicated support partner to clinicians

Why Join Mindful Admins?

• Flexible part-time schedule designed for work-life balance
• Supportive, collaborative team environment
• Paid new-hire training 
• Opportunities to grow into account management, billing, or marketing roles
• Meaningful work supporting mental-health practices nationwide
• Compensation: $23 / hour (approximately 15 hours per week)
• Fully Remote: Applicants must currently reside in New Jersey to be considered