Description

Anderson Therapy Services (ATS) is a dynamic, multidisciplinary team dedicated to providing innovative, client-centered care. We specialize in delivering comprehensive therapeutic services that improve the lives of individuals and support their mental health and wellness journeys. Our dedicated professionals work collaboratively to ensure the highest quality of care, fostering a supportive and inclusive environment for both our clients and employees.

At ATS, we are committed to making a meaningful impact through exceptional care, continuous learning, and professional development.

Thats where you come in.

As the Administrative Assistant, you will be the backbone of our clinics daily operations, ensuring that our growing team runs efficiently and effectively. Your role will be a blend of strategic scheduling, administrative and financial support, keeping our multidisciplinary team connected and our clients well-served. You will proactively manage employee schedules, ensuring alignment with contract requirements and service needs while maintaining a seamless workflow.

You will also act as a key point of contact for communications, record-keeping, and assisting the clinical team with scheduling-related inquiries. You will collaborate closely with Clinical Managers, Operations, Finance, Human Resources, and external partners to ensure optimal staffing efficiency and effectiveness. Your keen organizational skills, attention to detail, and ability to multitask in a fast-paced environment will be crucial in keeping operations running smoothly.

If youre an excellent communicator with a knack for problem-solving and technological proficiency, wed love to have you on our team!

Specific Responsibilities Will Include

Scheduling & Staffing Coordination

• Develop and maintain staff schedules based on contract requirements and employee availability.
• Assign staff to contracts and shifts, considering qualifications, experience, and workload.
• Work with the Project Coordinator to ensure adequate staffing levels to meet operational needs.
• Collaborate with Human Resources to communicate staffing requirements for recruitment purposes.
• Forecast staffing needs based on upcoming contracts and service demands.
• Maintain accurate scheduling records and ensure all changes are updated in the scheduling system.
• Respond promptly to scheduling requests and resolve conflicts efficiently.

Administrative Support

• Assist in day-to-day office operations, ensuring smooth workflow within the administrative team.
• Handle incoming and outgoing communication, including emails, calls, and inquiries from staff and clients.
• Maintain and update records, databases, and documentation related to staff scheduling, contracts, and client interactions.
• Prepare reports, meeting minutes, and other documentation as required.
• Provide support with invoicing, accounts payable, and other financial documentation.
• Assist with drafting proposals and contracts in collaboration with leadership and administrative teams.
• Maintain confidentiality of all client and employee information.
• Support front-desk operations as needed, including greeting clients and managing appointment bookings.
• Assist in planning travel arrangements for clinicians and staff, ensuring cost-effective and efficient travel logistics.

What Were Looking For

• Degree or diploma in Business Administration, Office Management, Healthcare Administration, or a related field.
• 3-5 years of experience in scheduling, administrative support, office coordination, or operations, ideally in healthcare, therapy services, or a client-centered clinical setting.
• A solid understanding of finance-related tasks and previous experience supporting finance functions is preferred.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and scheduling software.
• Excellent organizational and time management skills with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills
• Ability to work in a fast-paced, deadline-driven environment.
• Experience handling confidential information with discretion.
• Strong problem-solving skills and ability to work independently while collaborating with a team.

Working at ATS

This is a full-time, in-person, permanent position. We offer an attractive total compensation plan, with comprehensive group benefits and vacation.

We value and invest in professional development, and as a high-growth company, offer significant opportunities to learn new skills, participate in new business initiatives, and grow your influence and role in the company over time.

Anderson Therapy Services (ATS) is committed to building diverse teams that reflect the communities we serve and encourage applications from traditionally underrepresented groups, including women, visible minorities, Indigenous peoples, people identifying as LGBTQ+, veterans, and individuals with disabilities.