Administrative Assistant Job at Vita - Cog Community Health in Miami

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About Us:

At Vita-Cog Community Health, we’re more than just a mental health practice — we’re a team dedicated to creating a safe, welcoming space where patients feel supported every step of the way. Our mission is to provide compassionate, high-quality care to individuals and families in our community. We’re currently looking for a warm, reliable, and detail-oriented Administrative Assistant to join our team and help support the heartbeat of our daily operations.

About the Role:

As the first point of contact for our patients, the Administrative Assistant plays a key role in making everyone feel valued and cared for. This position is ideal for someone who is organized, personable, and enjoys working in a supportive, collaborative environment. You'll work closely with our Clinical Director and Office Manager to ensure smooth daily operations and help create a positive experience for all who walk through our doors.

Responsibilities:

• Answer and manage incoming and outgoing phone calls with kindness and professionalism
• Greet patients with a warm, friendly attitude and assist with check-in and check-out
• Collect and update patient information to ensure accuracy in our system
• Schedule, confirm, and adjust appointments for providers
• Follow up with patients and providers to coordinate availability and outstanding documentation
• Request and track consent forms in a timely manner
• Collect copayments and process payments efficiently
• Fax, file, and maintain organized records and documentation
• Support the Clinical Director and Office Manager with administrative tasks as needed
• Assist with light end-of-day cleaning to maintain a clean, welcoming office space

What We’re Looking For:

• Previous experience in an administrative or front desk role (mental health or medical setting preferred)
• Proficient in Microsoft Office, with working knowledge of Excel
• Friendly, professional communication and interpersonal skills
• Strong organizational skills and attention to detail
• Ability to handle sensitive information with confidentiality and care
• Bilingual (Spanish/English) is a plus
• A team player with a positive attitude and a genuine passion for helping others

Why Join Vita-Cog?

• Be part of a kind, inclusive, and mission-driven team
• Opportunity to grow and gain experience in the mental health field
• A workplace that values your contributions and encourages collaboration
• Meaningful work that directly impacts the well-being of others