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    Administrative Assistant


    Job title: Administrative assistant

    Position Overview: Inner Courage Counseling is looking to hire an organized, motivated, and welcoming individual to join our team as an Administrative Assistant. This position will be part time, 20-25 hours per week. This position will be mostly virtual, with the ability to work from home, but will require in-person tasks weekly at both office locations. This position has the opportunity to grow into a Lead Practice Manager, managing a team of administrative, sales and marketing professionals.

    Pay range: $20-$25


    • Minimum of High school diploma or equivalent 
    • Previous experience with insurance companies/benefits (preferred)
    • Sales and marketing experience (preferred)
    • Fluent in spanish and skilled in translating medical terminology (preferred) 


    Additional BenefitsPart-TimeFull-Time
    Medical, Dental, and Vision insurance available

    (50% of medical benefits paid)

    2 weeks paid vacation
    401k Matching plan
    Flexible Hours
    Equipment provided
    Supportive Team Environment
    Working with Awesome People!


    Why ICC? Inner Courage Counseling is a local business that promotes the mental health and wellness of our community as a whole. We believe in creating and maintaining an atmosphere in which our staff and clients both feel supported and cared for. Our mission is to help clients find their truth through compassionate and quality counseling, to bring emotional peace and normalization to mental health struggles; one person, one counselor and one community at a time. We are a welcoming, dynamic, and collaborative team who takes pride in the work we do and values opportunities we have to make a difference in our communities. Our work environment promotes a connected community where clinicians and professionals can learn and grow to reach their highest potential and assist clients on that same journey.


    Our Values: Inner Courage Counseling is a business driven by values that guide who we are as professionals and members of society. We hire staff who prioritize these values and make consistent efforts to bring them to life.

    Integrity: We aim to provide quality services to our clients by means of honesty, openness, and morality. We achieve this by maintaining the highest quality assurance through attention to legal and ethical requirements, prioritizing confidentiality, and openly communicating with our team members and our clients. 

    Connection: We prioritize a sense of community for all individuals who cross paths with ICC. It is our passion to advocate for our clients and our team members. We provide compassion through our connections with others, and we strive to provide a positive and meaningful experience for all who come in contact with ICC.

    Courage: We acknowledge the bravery required when reaching out for help and working through mental health struggles. We aim to demonstrate the same courage we hope to instill in our clients within our work at ICC.



    • Manage intake calls
    • Manage client referrals received from phone, email, and website communication
    • Provide a welcoming experience for new and existing clients
    • Scheduling new clients with therapists according to “ICC’s Best fit model” approach
    • Contact and schedule referrals on the referral waitlist when providers are available, keep waitlist up to date monthly
    • Manage the transition of intern’s caseloads including all onboarding and offboarding duties
    • Maintain, update and ensure accuracy of the ICC current client list, daily, weekly and quarterly including but not limited to billing codes, date of birth, insurance information, and termination notices (if applicable).
    • Maintain, update and ensure accuracy of the referral waitlist, office usage, and staff availability sheets-  daily, weekly and quarterly
    • Communicating with staff regarding newly scheduled clients
    • Check insurance benefits for new and existing clients
    • Communicate with clients as well as staff regarding clients  overall needs or updates
    • Manage intake paperwork and ensure client information is accurate
    • Maintain client files to ensure they are accurate and up to date
    • Scan in paperwork and distribute appropriately
    • Communicating with staff regarding client issues and questions
    • Maintenance of office site supplies, organization, gathering mail, depositing checks, running errands and other tasks needed to support our Wheaton and Naperville locations
    • Attend monthly staff meetings and trainings
    • Attend scheduled administrative meetings
    • Regular and reliable attendance and timely arrival to work is required
    • Collaboratively working with other team members to ensure client’s have a positive and supportive experience
    • Running payments, submission of claims, follow up of insurance issues
    • Data collection and data entry
    • Engage in website, social media and marketing training
    • Participate in cross training in a variety of administrative duties 


    Qualifications and Skills

    • Must adhere to the mission and values of Inner Courage Counseling
    • Must maintain confidentiality of all potential, new, and current clients by adhering to the requirements of HIPAA
    • Must demonstrate effective and consistent time management
    • Must be organized and detail oriented
    • Must value collaborative work and be a team player
    • Must be capable of working independently on assigned and expected tasks
    • Must be a self starter and self motivated
    • Must have strong written and verbal communication skills
    • Must have reliable transportation
    • Must be comfortable with in person office involvement, as needed
    • Must be fully vaccinated or willing to provide a negative covid test result prior to any in-person involvement
    • Must have strong and positive interpersonal skills
    • Must promote inclusivity within the workplace while avoiding engaging in any negative actions which would be harmful to our team environment
    • Must have strong problem solving and critical thinking skills
    • Must be able to multitask 
    • Passion for the mental health field


    Position not right for you if…

    • You are looking for a job with structured hours where you can clock in and out at the same time daily
    • You are not passionate about the values and mission upheld by ICC
    • You do not value collaborative work as a team – we highly value teamwork
    • You are disorganized or struggle with time management and prioritization
    • You struggle with interpersonal communication or the relaying of important information 


    Position is right for you if…

    • You are an efficient and organized self-starter
    • You are energized by working collaboratively within a team
    • Are passionate about our values of integrity, connection, and courage
    • You are social justice oriented and practice anti-racism at work 
    • You are creative in relation to the way you complete work tasks/responsibilities and problem solve
    • You are passionate about doing good work and furthering ICC’s mission and vision
    • You have good customer service skills and are able to effectively demonstrate empathy 
    • You are passionate about connecting individuals with appropriate mental health services
    • You are independent in problem solving
    • You are able to take constructive and direct feedback and apply it

    Apply today and a member of our administrative team will contact you if you have been chosen for an interview.