Qualifications

*We especially encourage interested applicants with lived experience in a Body of Culture to apply.*

NOTE: This is an in-person position located at our Burlington, VT practice space. This position cannot be done remotely.

Job Description: The Nitty Gritty

(Please note: this is a W-2 employee position including workers compensation coverage and all the benefits and rights of being an employee)

Scheduling and Calendar Support

1. Manage the owner's schedule, including adding, updating, and confirming appointments and meetings.

2. Reschedule appointments for all clinicians when cancellations or schedule changes occur.

3. Communicate available appointment options and update calendars promptly and accurately.

4. Help fill openings by contacting appropriate clients according to established practice procedures.

5. Flag to supervisors or practitioners any scheduling conflicts, urgent requests, and issues requiring clinical or managerial judgment.

Client and Practice Communications

1. Monitor and respond to routine messages received through the practice email and Google Voice during scheduled work hours.

2. Answer common administrative questions using approved information and templates.

3. Route clinical, billing, intake, complaint, and other higher-level questions to the appropriate practitioner or supervisor.

4. Document communications and follow-up needs in the appropriate practice systems.

5. Maintain a warm, clear, timely, and professional tone in all communications.

Website and Social Media Support

1. Maintain the practice's website and social media accounts using approved content and direction.

2. Post therapist availability, announcements, blogs, events, and other approved updates.

3. Review online information regularly and update outdated details.

4. Help maintain a simple content calendar and track scheduled posts.

5. Monitor comments and direct messages, respond to routine inquiries using approved language, and escalate anything sensitive or clinical.

6. Maintain secure access to account credentials and follow practice privacy and security procedures.

General Administrative Support

1. Complete routine data entry, document updates, and digital file organization.

2. Use established templates, workflows, and checklists consistently.

3. Support the Founder with other routine administrative tasks, including changing over their acupuncture rooms after each patient.

4. Maintain the physical space, addressing fixes as they arise and communicating larger issues to the appropriate team member.

5. Communicate progress, unfinished tasks, and barriers at the end of each shift as needed.

Role Boundaries and Supervision

The Administrative Assistant reports to the Founder and works closely with the therapist team. The Founder establishes workflows and priorities and provides supervision for the role. This position does not make clinical decisions or independently manage billing, insurance, intake eligibility, personnel matters, compliance, practice policies, or other practice-management functions. Questions outside the role's scope should be routed to the Founder, supervisor, or appropriate therapist.

Inclusion and Non-Discrimination Statement (credit: Radical Healing)

Systems of power, privilege, and oppression have traditionally created barriers for persons and groups with particular identities, ages, abilities, and histories. We pledge to do all we can to replace such barriers with ever-widening circles of solidarity and mutual respect. We strive to be a center for health and healing that truly welcomes all persons and commits to structuring our work in ways that empower and enhance everyone’s participation.
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We intentionally welcome all. We foster a climate of purposeful inclusion, an environment where all can feel safe, valued, cared for, and given an opportunity to form meaningful connections with each other. We value the diversity of differences, including (but not limited to) gender identity and its expression, age, race, ethnicity, and national origin, range of abilities, sexual orientation, financial means, family structure, educational and class status, and political perspective.