Mental Health Office Assistant

GMHC

Mental Health Office Assistant providing administrative and operational support at outpatient mental health programs. Engaging with clients and coordinating schedules in a fast-paced clinic environment.

Posted 6/25/2026full-timeNew York City • New York • 🇺🇸 United StatesJunior💰 $45,000 - $50,000 per yearWebsite

About the role

Key responsibilities & impact

The Mental Health Office Assistant provides administrative and operational support to the outpatient mental health programs within the Mental Health and Substance Use Services division.
This role serves as a frontline representative and is often the first point of contact for clients.
Responsible for front desk coordination, client scheduling, documentation management, and general administrative support to ensure the efficient day-to-day functioning of the clinic.
Serve as the first point of contact for clients, visitors, and staff, ensuring a welcoming and professional clinic environment.
Manage client flow, including check-in and check-out procedures.
Answer and route incoming phone calls, respond to general inquiries, and conduct appointment reminder calls.
Verifying active insurance for new/returning clients, determining financial responsibility (copays/deductibles).
Maintain a clean, organized, and professional reception area and ensure program materials and bulletin boards remain current.
Manage provider schedules and coordinate client appointments.
Conduct follow-up calls related to scheduling, documentation needs, and appointment confirmations.
Support care coordination efforts through timely communication and scheduling assistance.
Obtain, review, and organize required intake and eligibility documentation.
Enter demographic and program-related data accurately and in a timely manner within agency systems.
Maintain organized and compliant client files in accordance with agency policies.
Prepare client correspondence and support document processing, including filing, copying, mailing, and secure document disposal.
Provide administrative support to clinical and program staff as needed.
Assist with internal tracking systems and routine reporting support.
Support special projects and operational initiatives as assigned by the supervisor.
Attend required program meetings, agency meetings, and trainings.
Perform other related duties as assigned to support clinic operations.

Requirements

What you’ll need

Bilingual English/Spanish fluency (verbal and written).
Minimum one (1) year of experience in a healthcare or outpatient clinic environment.
Strong customer service orientation and professional demeanor.
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Professional written and verbal communication skills, with the ability to engage respectfully and effectively with diverse populations.
Ability to manage competing demands while maintaining accuracy and attention to detail.
Proficiency in managing high-volume phone activity while performing concurrent clerical tasks.
Preferred: Experience in behavioral health or community-based healthcare settings.
Working knowledge of electronic health records (EHR) or similar data management systems.
Familiarity with trauma-informed, client-centered service approaches.
High School Diploma, G.E.D, H.S.E., or educational equivalent is required.

Benefits

Comp & perks

Must adhere to all GMHC workplace policies and health and safety practices.
Participation in the annual AIDS Walk New York event is mandatory for all GMHC staff.

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

client schedulingdocumentation managementinsurance verificationdata entryappointment confirmationclerical taskselectronic health recordsdata management

Soft Skills

customer service orientationorganizational skillsprofessional communicationattention to detailability to manage multiple prioritiesability to engage with diverse populations

Certifications

High School DiplomaG.E.DH.S.E.