The Haven

Compensation

Full Description

The Haven is looking for a part-time Administrative Assistant / Intake Coordinator who can make the first step toward therapy feel welcoming and seamless. In this role, you’ll serve as the first point of contact for new clients, guiding them through the intake process and converting inquiries into scheduled appointments. You will also work closely with the Practice Manager to ensure the practice runs smoothly day to day. About The Haven: We are a person-centered private practice dedicated to helping people access the specialized mental health support they need. We value trust, connection, collaboration, authenticity, humility, and excellence in everything we do. Our team culture is warm and supportive – we regularly host team outings and create opportunities to connect as humans, not just coworkers. What You’ll Do: • 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, 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. • Handle all communication and confidential records in accordance with HIPAA guidelines. • Attend staff, admin, and marketing meetings. • Support onboarding processes, orienting new team members and assisting with HR systems. • Assist with marketing efforts, including website updates, newsletters, social media, referral programs, and practice-wide campaigns. • Contribute to building community partnerships and help plan or host events. • Collaborate with the Practice Manager, our clinical team, and vendors to identify opportunities for workflow and system improvements. Who You Are: • 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. Preferred Experience With: • Google Workspace (Docs, Sheets, Gmail, etc.) • Squarespace, Canva, Mailchimp • Social media management • Basic knowledge of SEO Why You’ll Love Working Here: • 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. How to Apply: The Haven welcomes and encourages applicants of all backgrounds. We are committed to creating an inclusive, equitable, and supportive workplace. Send your resume and a cover letter telling us why you’re excited to join The Haven to practicemanager@thehavencharlotte.com. Applicants without a cover letter will not be considered. Note: This is a part-time position offering 20-25 hours per week. What to Expect: We want to get to know you and give you a chance to get to know us. Our process includes a brief screening call, followed by three in-person conversations with the Practice Manager and members of our team.