CW Psychological Services is looking for a skilled administrative associate to assist our thriving practice and community in King of Prussia, PA. As the Front Office Administrator, you will manage front office tasks such as client scheduling, marketing efforts, coordinating referrals, overseeing office operations, and liaising with maintenance. This position collaborates closely with the Owner and Billing team to ensure seamless operations and exceptional client service. Our ideal candidate thrives in a supportive and team-oriented workplace, values mutual respect and transparency, enjoys access to complimentary snacks and beverages, appreciates a fun atmosphere with team-building activities, and embraces a relaxed dress code. Come join CW Psychological Services and contribute to our mission of delivering top-notch mental health services and fostering hope for a brighter future. Responsibilities: • Prioritizes client care and provides exceptional customer service while handling phone calls and email communications, ensuring timely responses to inquiries • Schedules initial sessions for clinicians and manages rescheduling/cancellations • Handles client issues and escalates, as needed • Conducts insurance verifications and gathers necessary client information • Maintains and distributes reports for documentation to keep staff informed • Conducts research to identify potential partnerships and referral sources and connects with them via phone call or email • Works with the referral coordinator and uses the Active Campaign portal for marketing efforts • Creates and distributes marketing materials, such as flyers and newsletters • Distributes information regarding insurance updates impacting the practice • Manages outreach programs and ensures continuous connections with referral sources to maintain steady referrals • Assists with monthly training distributions and performance evaluations • Handles and sends out company policy communications • Manages day-to-day operations of the office, including maintenance requests and vendor coordination • Provides support for office assignments and billing-related tasks Qualifications: • High school diploma or GED required. A higher degree, like an associate’s or bachelor’s, is preferred • Two (2) years of overall experience in a face-to-face customer service role • At least a year or more of experience in an administrative support role is preferred • Previous experience in a medical or clinical practice is helpful • Experience with light marketing and customer outreach is helpful • Possess a high level of professionalism and excellent customer service skills • Possess the ability to multitask and identify changing priorities • Relentless attention to detail • Ability to effectively communicate one-on-one with clients, co-workers, or vendors • Can thoughtfully write reports, emails, memos, and correspondence. • Ability to use and learn scheduling systems • Proficiency in or willingness to learn Practice (electronic health records) • Proficiency in or willingness to learn Hushmail (email) • Proficiency in or willingness to learn Talkroute (virtual phone) • Proficiency in or willingness to learn Fax Plus Schedule Requirements This position generally works 40 hours per week and is eligible for overtime as needed. The schedule could be flexible, as we are not a typical 9-to-5 operation and may differ based on practice needs and client flow. Compensation $16 to $19 per hour, depending on experience Compensation: $16 - $19 hourly

• Prioritizes client care and provides exceptional customer service while handling phone calls and email communications, ensuring timely responses to inquiries • Schedules initial sessions for clinicians and manages rescheduling/cancellations • Handles client issues and escalates, as needed • Conducts insurance verifications and gathers necessary client information • Maintains and distributes reports for documentation to keep staff informed • Conducts research to identify potential partnerships and referral sources and connects with them via phone call or email • Works with the referral coordinator and uses the Active Campaign portal for marketing efforts • Creates and distributes marketing materials, such as flyers and newsletters • Distributes information regarding insurance updates impacting the practice • Manages outreach programs and ensures continuous connections with referral sources to maintain steady referrals • Assists with monthly training distributions and performance evaluations • Handles and sends out company policy communications • Manages day-to-day operations of the office, including maintenance requests and vendor coordination • Provides support for office assignments and billing-related tasks