Clinical Assistant

Reformed Theological Seminary exists to serve the Church by preparing its leaders, through a program of graduate theological education, based upon the authority of the inerrant Word of God, and commitment to the Reformed Faith. Candidates interested in this position will need to align with and support Reformed Theological Seminary’s Mission, Vision, and Core Values. To review our Purpose Statement in detail please visit our website at https://rts.edu/about/purpose

The Clinical Assistant reports directly to the Counseling Center Director. The Counseling Center is looking for an organized, detail-oriented Assistant to support everyday operations at The Counseling Center at RTS. This role involves managing billing, receptionist schedules, and ensuring smooth clinic operations. The ideal candidate will have knowledge of clinical mental health, strong office management, customer service, and administrative skills, and a passion for creating a welcoming, efficient environment for clients, students, and staff.

Every effort has been made to ensure a complete job description. However, this document in no way implies that these responsibilities are the only duties you may be required to perform. The omission of specific duties does not exclude them from the position, especially where the work is similar, related, or a logical assignment for the role. Reformed Theological Seminary is an Equal Opportunity Employer and does not discriminate. All employment decisions are based upon qualifications, merit, and business need.

ESSENTIAL JOB FUNCTIONS

Responsibilities and Requirements:

• Process client payments and invoices.
• Track outstanding payments and follow up with clients, counselors, or payors as needed.
• Maintain accurate and up-to-date billing records and documentation.
• Maintain existing payor partnership relationships, including our internal processing system.
• Coordinate and maintain the receptionist’s schedule for full coverage during business hours.
• Act as a liaison between clients, counselors, and receptionists to manage availability and accommodate last-minute changes.
• Monitor daily clinic operations and address administrative challenges.
• Provide training and guidance to counseling students on proper clinic policies and procedures to ensure compliance with ethical standards and operational protocols.
• Assist with client record preparation, ensuring HIPAA compliance.
• Provide administrative support to clinicians, including scheduling, caseload tracking, and reporting.
• Manage general office tasks, such as supply maintenance.
• Assist the Director with daily tasks and departmental projects as needed.
• Greet clients professionally, warmly, and respectfully to ensure a positive experience.
• Respond promptly to phone calls, emails, and client inquiries, redirecting as needed.
• Prepare and file all case documentation, including intake forms, assessments, and scholarships.
• Provide clients with accurate information on services, policies, and procedures.

Qualifications, Education, and Experience

• High school diploma or equivalent; Associate's degree or higher preferred.
• At least 1 year of experience in administrative or assistant roles, preferably in healthcare or counseling.
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office management software.
• Ability to handle confidential information and maintain HIPAA compliance.
• Excellent interpersonal and communication skills, both in person and over the phone.
• Strong time management and task prioritization skills.
• Positive attitude, problem-solving mindset, and teamwork ability.
• Proactive with initiative to support the Center, clients, staff, and students.

Additional Qualification Preferences:

• Familiarity with electronic health records (EHR/EMR) and scheduling software.
• Experience in a mental health or counseling office setting.
• Comfortable speaking in groups and delivering presentations or training sessions with confidence and clarity.

Cognitive and Physical Demands

• Train and oversee receptionist staff responsibilities.
• Computer work, screen time, keyboarding, typing, wrist flexing/extension, and other repetitive movements.
• Professional judgment in alignment with organizational values and policies is required.
• Effective communication, both verbal and written.
• Kneeling, standing, reaching, twisting, grasping, and lifting (up to 15 pounds).