Office Assistant

Emerge Psychology Group is a supportive, client\-centered practice dedicated to providing high\-quality mental health care.

We are looking for a warm, dynamic, and detail\-oriented Office Assistant to join our team and serve as a first point of contact. We are seeking someone who is not only reliable and detail\-oriented but also genuinely compassionate. This role requires someone who can balance administrative precision with warmth, while bringing creativity and initiative to marketing efforts that help expand our reach and connect with the community.

This position also requires strong independent judgment, the ability to prioritize competing tasks, and comfort working with clear accountability. This role requires the ability to pause, reprioritize, and smoothly shift between tasks when higher\-priority needs arise, particularly during client\-facing interactions.

Requirements

• Previous administrative or office support experience (healthcare or mental health setting preferred)
• Excellent verbal communication skills; warm and engaging phone presence
• Detail\-oriented with strong organizational skills
• Self\-starter
• Ability to multitask and manage time effectively in a fast\-paced environment
• Comfort with technology, electronic health records, and data entry
• Microsoft Product Suite expertise (Word, Excel, PowerPoint, Teams)
• Working knowledge of Excel, including basic formulas, sorting/filtering, and spreadsheet upkeep
• Commitment to professionalism, discretion, and ethical standards
• Interest in marketing and content creation (social media, newsletters, outreach materials)
• Graduated with a degree in business or social sciences and/or previous related and equivalent experience
• Diversity affirming
• Compliance with and knowledge of HIPAA and ethical guidelines for the mental health field
• Bilingual or multilingual (preferred but not a must)
• Personal secure computer with secure and reliable home internet
• Private home office space
• Home location in Chicago, IL
• Demonstrated ability to switch between tasks without losing accuracy or professionalism when priorities change
• Due to the confidential nature of this role, client\-related communications must be written directly by the Office Assistant and may not be generated using AI tools or external software that could compromise client privacy or HIPAA compliance

Responsibilities

Client Communication

• Answer incoming calls with warmth and professionalism
• Assist clients with scheduling, therapy\-related questions, and insurance inquiries
• Provide a welcoming first impression that encourages prospective clients to schedule
• Draft accurate written communications using approved internal systems
• Maintain calm, professional communication when interruptions occur or when multiple demands arise simultaneously

Administrative Support

• Access and update client charts, including sending forms, uploading documents, and verifying information
• Generate and pull data as requested for clinical and administrative use
• Spreadsheet creation and upkeep
• Review invoices, track payments, and ensure accounts are up to date
• Manage multiple tasks simultaneously while meeting deadlines and accuracy standards
• Pause or transition from in\-progress work to address time\-sensitive client or operational needs, then return to original tasks accurately

Compliance \& Confidentiality

• Follow HIPAA guidelines to maintain strict confidentiality of all client records
• Exercise discernment in handling sensitive information
• Recognize when to escalate questions or concerns related to confidentiality or workflow

Marketing \& Content Support

• Support the creation of simple marketing materials (social media posts, flyers, website updates)
• Contribute creative ideas to strengthen outreach and community presence

Other

• Other duties as assigned
• Remote work to be conducted from private and secure home office location only
• Must be able to come to the office one time per week
• Position reports to Operations Director
• Comfort working in an environment where priorities may shift throughout the day and flexibility is essential

Benefits

• W\-2 status
• Hybrid work (remote/onsite) location from Chicago with one day in office per week
• Paid Leave and Paid Sick Leave (accrued per hours worked) up to 40 hours yearly
• Insurance benefits available (health, dental, vision) with 20 hours/week schedule
• Stipend for internet cost when working remote/hybrid
• Training opportunities
• Authentic, collaborative, transparent, and supportive team environment
• Opportunities for growth

Job Type

Part\-Time (20 Hours)

Salary

$20\.00 per hour with increase after 60\-day review depending on performance

Schedule

Monday to Friday (9 am to 1 pm)

To Apply

Please include CV/resume, cover letter, and two professional references