Executive Administrative Assistant

Company Description

The HeadFirst Mental Health Initiative is a Dallas-based 501c3 non-profit organization dedicated to addressing the mental health crisis through community education, outreach, and free counseling services for underserved populations. Our mission is to make quality mental health services accessible to all families, regardless of their financial resources, by providing education and outreach programs to empower families in managing their mental health.

Headfirst Mental Health Initiative (HMHI) is seeking a highly organized and detail-oriented Administrative Coordinator to support client applications, invoicing, data entry, and therapist coordination. This role serves as the first point of contact for client applications and works closely with leadership to ensure smooth operations.

• Serve as the first point of contact for client applications.
• Manage the intake process, including sending and tracking paperwork.
• Maintain and update the client waitlist, ensuring accurate records.
• Coordinate with the Executive Director (ED) to transition clients from the waitlist to active services.
• Archive terminated clients and remove them from active lists.
• Ensure all client information is handled with strict confidentiality, adhering to HIPAA regulations and privacy policies.
  

• Collect invoices from contract therapists by the 5th of each month.
• Send a breakdown of invoices per practice to the Treasurer.
• Track, record, and store invoice data accurately.
• Work with the ED and Clinical Director to ensure proper assessment tracking.
  

• Record financial data and reconcile reports with Bank of Texas.
• Track and document session counts, including individual and group therapy sessions.
• Maintain accurate client demographic data for reporting and funding purposes.
  

• Serve as the primary contact for contract therapists until a new ED is hired.
• Act as a liaison between contract therapists and the Treasurer for financial and operational matters.
• Collaboration with community partners (SMU, GLF, Kabani, etc).
  

• Schedule and communicate board meetings.
• Manage incoming client inquiries via email.
• Assist with coordinating and attending community and fundraising events.
• Support the team in various operational tasks as needed.
  

• Assistance with grant and funding applications.
• Supporting the creation of printed marketing materials.
• Social media management (as additional hours allow).
  

• Strong organizational and administrative skills.
• Ability to manage multiple tasks and track detailed information.
• Excellent communication and coordination abilities.
• Experience in mental health, nonprofit, or client services preferred.
• Proficiency in data entry and invoicing systems is a plus.
• Understanding of and commitment to HIPAA compliance and client confidentiality.