Administrative Assistant/Office Assistant

My Voice is a family-owned, SLP-operated speech and language clinic. I'm Tim Ramos, the founder — I started My Voice because I saw too many clinicians burning out at larger clinics that didn't support them. The lack of resources, poor reimbursement practices, and high turnover didn't sit right with me. My Voice was built to be different: a family-centered, efficient clinic where clinicians can focus on what matters — providing therapy and engaging with families. We give our clinicians every tool, resource, and support they need to succeed. As a clinician myself, I know the difficulties this field brings, and I do everything I can to create a workplace people actually want to come to. We're looking for an Administrative Assistant who can be the operational backbone of our clinic — someone organized, people-oriented, and comfortable being the first point of contact for the families we serve. The Role You'll be the first voice a family hears when they call and the person who keeps the day-to-day running smoothly. This isn't a generic office admin position, you'll play a direct role in getting children into therapy by managing the full scheduling pipeline, coordinating with parents and insurance sources, and keeping our systems up to date. You report to our Admin Director and work closely with the clinic Director. ## What You'll Actually Do

• Scheduling & Client Intake
• — This is your most important responsibility. You'll manage our referral tracker, moving new clients from intake through insurance verification to a confirmed recurring therapy spot. You'll coordinate with parents, check clinician availability, and schedule appointments live over the phone. You'll also prep new client packets and maintain the calendar.
• Phone & Communication
• — You are the voice of My Voice. You'll answer calls, return voicemails, and handle parent inquiries through our phone system (3CX). When clinicians receive parent communications, those get routed to you. You'll be warm, professional, and responsive — voicemails returned within 4 hours, emails within 1 business day.
• Reports & Authorizations
• — When evaluations, reports, and insurance authorizations come in (via fax-to-email or email), you'll input them into client profiles in our system. This keeps therapy services authorized and documentation current.
• Supply Inventory
• — You'll track office and clinical supply levels using a simple spreadsheet system. When items hit their minimum stock levels, you flag them for purchasing. You don't place orders — you track and report.
• Clinic Upkeep
• — You'll do scheduled walkthroughs of the lobby, kitchenette, and bathroom throughout the day (opening, midday, afternoon, and closing) to keep the clinic looking welcoming and professional. Clinicians maintain their own therapy rooms — you handle the common areas. ## What We're Looking For
• Organized and detail-oriented — you don't let things fall through the cracks
• Comfortable on the phone — you'll be talking to parents, insurance contacts, and clinicians daily
• Professional written communication — emails and messages should be clear and polished
• Able to multitask — phones ring, faxes come in, and a parent walks up to the front desk at the same time
• Basic computer skills — you'll use our scheduling system, email, and spreadsheets daily
• Friendly and patient demeanor — many of our families are navigating a stressful process getting their child into therapy ## Nice to Have (But Not Required)
• Experience in a medical, dental, or therapy office
• Familiarity with insurance authorizations or referral coordination
• Bilingual (English/Spanish) ## What We Offer
• A supportive, family-centered work environment — we treat our team the way we'd want to be treated
• Direct involvement in meaningful work — you're helping children get access to therapy
• A clinic that respects your time and doesn't manufacture busywork
• Training and a clear position guide so you know exactly what success looks like from Day 1

• Schedule:

• Monday-Friday, 9:00 AM
• 6:00 PM

• Location:

• In-office (this is not a remote position)

• Type:

• Full-time, hourly

Job Types:

Part-time, Full-time Benefits:

401(k) matching Health insurance Paid time off

Language:

Spanish (Required)

Work Location:

In person