Overview:
We are seeking an experienced, warm, and highly organized Administrative Coordinator to serve as the first point of contact for our families and to support the clinic’s day-to-day operations. This is not just a desk job; this is a role for someone who wants to be meaningfully involved in helping children and families access life-changing services.
About Us:
Insight Collective is a boutique pediatric neuropsychology clinic in South Pasadena that specializes in comprehensive assessments and therapeutic services for children, adolescents, and young adults. Our mission is to provide thoughtful, evidence-based evaluations that help families understand their child’s learning, attention, emotional, and developmental profile, and support them in advocating for the services they need to thrive.
Key Responsibilities:
Family Communication & Support
- Serve as the primary point of contact for all prospective and current clients.
- Provide clear, compassionate guidance to parents regarding all services and the neuropsychological assessment process, including what to expect before, during, and after evaluation.
- Schedule intake calls, testing sessions, school observations, and feedback meetings across multiple clinicians’ calendars.
- Answer parent questions about reports, school documentation, and timelines in a way that is both informative and supportive.
Practice Management
- Manage the clinic schedule, ensuring that assessments and feedback sessions are efficiently coordinated.
- Maintain digital records of client documents, assessment schedules, and progress through the evaluation process.
- Track assessment inventory and testing materials.
- Support insurance pre-authorizations or billing documentation as needed (note: we are primarily a private pay clinic).
Professional Communication
- Communicate with schools, referring providers, and other professionals to gather or send client-related documents with discretion and professionalism.
- Prepare documentation for IEP meetings or legal requests, as directed by the clinical team.
Qualifications:
- Prior administrative experience in a clinical, educational, or medical setting preferred.
- Strong interpersonal and communication skills , especially in working with parents navigating difficult or emotional circumstances.
- Highly organized and detail-oriented; able to juggle multiple priorities and work independently.
- Proficiency in tools such as Google Workspace, Excel, PDF editing software, and scheduling systems.
- Comfort with the confidential nature of pediatric mental health records (HIPAA experience a plus).
Personal Fit:
- You are warm, thoughtful, and a natural communicator, especially with parents.
- You thrive in a small, purpose-driven environment where your work directly impacts families.
- You’re comfortable behind the scenes making sure a complex operation runs smoothly, but you also love being front-facing when needed.
- You want to be part of a team that’s changing lives, and you’re not afraid of a little neuropsych lingo.
To Apply:
Please send a resume and short cover letter to [email protected]. Applications accepted on a rolling basis.
Job Type: Full-time
Pay: $25.00 - $30.00 per hour
Expected hours: 40 per week
Benefits:
- Flexible schedule
- Health insurance
- Paid time off
- Retirement plan
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Commute:
- South Pasadena, CA 91030 (Required)
Work Location: Hybrid remote in South Pasadena, CA 91030
