Virtual Administrative Coordinator Job Description

Reports To

The Virtual Administrative Coordinator will report to the CEO and Clinical Director


Part-time to Full-time opportunity (25-30 hours with possibility for more): Some flexibility, but ideally 9-3 Mon-Fri (can be discussed in interview)

Job Overview

The Virtual Administrative Coordinator is an empathic individual with competent observational, clinical, critical thinking, communication, problem-solving and decision-making skills to meet client needs and contribute to a positive client care experience and work environment. They serve as a point of contact and link between clients, clinicians, and external parties, including partnerships and other healthcare providers. They handle clerical and administrative duties, including phones, billing, analysis and modification of office processes, and ensuring that the office operates smoothly. We are looking for someone who is kind, warm, patient, calm, and a team player. As well as socially justice focused, affirmative with the LGBTQIA+ population, and anti-racist.

Responsibilities and Duties*

• Assist in managing daily tasks associated with a group mental health practice with 20 clinicians.

• Ensure the practice stays in accordance with existing policies and procedures.

• Handle basic office duties, such as answering and routing phones, responding to emails, maintaining employee, financial, and client records, and data entry and reporting.

• Answer questions and find information for clients, employees, partnerships, and other healthcare providers.

• Support employees by facilitating interdepartmental communications and interactions between internal and external parties.

• Ensure the virtual office is well-maintained, organized, and secure.

• Assist with special projects, such as process improvements and budget development.

• Develop and implement new policies and processes.

• Assist with upkeep of social media as needed.

*Other duties and responsibilities may be assigned. The duties and responsibilities listed are designed to provide typical examples of the work performed; not all duties and responsibilities assigned are included here, nor is it expected that all similar positions will be assigned every duty and responsibility. (If a Houston local, there may be in-person opportunities in the future).


Tagged as: administrative, administrative assistant, administrative coordinator, mental health


Ajana Therapy & Clinical Services is an inclusive and multi-culturally competent practice offering counseling in Houston, Texas. We provide mental health therapy, consultation, supervision, assessment, and training. We have a group of empathetic, knowledgeable, and authentic clinicians that specialize in trauma therapy, life transitions counseling, depression, anxiety, stress management, relationship counseling, substance use treatment, maternal mental health, and crisis. We are an affirming practice for our LGBTQ+ community and are committed to anti-racism and anti-oppression principles.


Qualifications Knowledge, Skills & Abilities: •Must be highly motivated and a self-starter.  •The ability to communicate with and relate to a diverse group of people including clients, community, and other staff.  •Must have excellent organizational skills and the capability to work in a fast-paced environment  •Demonstrated ability to set priorities and meet deadlines while producing high quality work •Professional demeanor and ability to interact with various personalities, displaying a good-natured, cooperative attitude  •Meticulous organizational skills, keen attention to detail, and good written and verbal communication skills •Proficiency with office technology and equipment, including fax machines, printers, copiers, scanners, and computers. •Creativity and strong problem-solving skills. •Solid presentation skills. •Strong task and time management skills. •Basic math skills and understanding of basic financial concepts. •Spanish-speaking a PLUS, but not required. Education:  High School Diploma or equivalent degree or higher.  Experience in the administrative support field. Experience in the mental health field is a bonus.