The Haven · 3 days ago
Part-Time Administrative Assistant / Intake Coordinator
Charlotte, NC
Part-time
Onsite
New Grad, Entry LevelThe Haven is a person-centered private practice dedicated to helping people access specialized mental health support. They are seeking a Part-Time Administrative Assistant / Intake Coordinator to guide new clients through the intake process and ensure smooth daily operations within the practice.
Mental Health Care
Hiring Manager
Natasha Nodzak
Responsibilities
Fully own the intake process from start to finish, acting as the first point of contact for prospective clients and guiding them with empathy, clarity, and professionalism. You’ll help convert inquiries into scheduled appointments and thoughtfully match clients with the therapist who best meets their needs
Manage client communication with care and always in accordance with HIPAA guidelines, including scheduling, follow-ups, and ensuring a smooth, supportive experience from first contact onward
Juggle multiple tasks and shifting needs while staying organized, calm, and attuned to what needs attention next
Support the Practice Manager and clinicians by keeping daily operations and workflows running smoothly
Oversee office operations, including ordering supplies, coordinating with property management, and troubleshooting basic tech needs
Assist with marketing efforts, including website updates, newsletters, social media, referral programs, and practice-wide campaigns
Support onboarding processes, orienting new team members and assisting with HR systems
Contribute to building community partnerships and help plan or host events
Attend staff, admin, and marketing meetings
Qualification
Required
Empathetic, professional, and able to build trust quickly with clients seeking support
Highly organized and detail-oriented – you anticipate needs, notice what's missing, and take initiative without being asked
Steady under pressure, able to manage multiple tasks while staying grounded, resourceful, and composed
Collaborative and excited to be part of a small, supportive, high-functioning team
Creative, with an eye for design and visual storytelling that translates into marketing and outreach initiatives
A quick learner who adapts easily to new tools, systems, and processes
Fully own the intake process from start to finish, acting as the first point of contact for prospective clients and guiding them with empathy, clarity, and professionalism
Manage client communication with care and always in accordance with HIPAA guidelines, including scheduling, follow-ups, and ensuring a smooth, supportive experience from first contact onward
Juggle multiple tasks and shifting needs while staying organized, calm, and attuned to what needs attention next
Support the Practice Manager and clinicians by keeping daily operations and workflows running smoothly
Oversee office operations, including ordering supplies, coordinating with property management, and troubleshooting basic tech needs
Assist with marketing efforts, including website updates, newsletters, social media, referral programs, and practice-wide campaigns
Support onboarding processes, orienting new team members and assisting with HR systems
Contribute to building community partnerships and help plan or host events
Attend staff, admin, and marketing meetings
Preferred
Google Workspace (Docs, Sheets, Gmail, etc.)
Squarespace, Canva, Mailchimp
Social media management
Basic knowledge of SEO
Benefits
A friendly, supportive team environment grounded in person-centered values: trust, connection, collaboration, authenticity, humility, and excellence.
A fun, collaborative culture with regular team outings and opportunities to build genuine connections, including an annual retreat.
The chance to help people access mental health care at a meaningful moment in their lives.
Opportunities for personal and professional growth while contributing to a mission-driven practice.
Company
The Haven
The Haven is a collaborative counseling center in Charlotte, NC, dedicated to helping clients heal deep emotional wounds and build lasting change.
Founded in 2020
11-50 employees
H1B Sponsorship
The Haven has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2024 (4)
2023 (24)
2022 (30)
Funding
Current Stage
Early StageCompany data provided by crunchbase