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The Refuge Center for Counseling

Front Desk Administrative Assistant-Waitlist Specialist

The Refuge Center for Counseling


Job Summary

Mission: The Refuge Center exists to offer excellent, accessible, and affordable mental and emotional healthcare services in support of a transformational impact on communities.

Purpose of the Position: The Front Desk Administrative Assistant – Waitlist Specialist is responsible for matching & scheduling clients with appropriate therapists after completion of their intake appointment. This position also cross-trains and provides support to the front desk staff
through answering phones & voicemails and scheduling intakes.

Job Responsibilities

Specific Duties

  • Scheduling clients with counselors based on client needs & best fit.
  • Maintains thorough documentation in the electronic medical records system.
  • Maintains the Therapist Preferences document to reflect current therapist preferences
  • Responds to emails & voicemails in a timely manner.
  • Answers phones & schedules client intakes with intake specialists: includes answering questions about our services, gathering client info, entering data into our systems, calendar management, etc.
  • Keeps workspace organized.
  • Special projects or other duties as assigned by the Clinical Director, Assistant Clinical Director, or Front Desk Supervisor.
  • Supervised by Kaity Campbell, Intake Specialist & Front Desk Supervisor.

Critical Qualities

  • A passion for the Refuge Center’s mission, vision, and culture to offer affordable, professional counseling services in order to empower, educate, and support individuals, couples, and families in need.
  • Understanding of the importance of mental health, therapy, and the confidential nature of our work.
  • Support policies and procedures of The Refuge Center for Counseling.
  • Ability to be flexible and prioritize responsibilities in a fast-paced, changing work environment.
  • Ability to be self-directed and show initiative.
  • Maintain ethical documentation.


Skills, Education, Experience

  • Minimum of one year of experience working in a clinical setting.
  • One year of case management experience is preferred.
  •  Strong written and verbal communication skills.
  •  Must possess superior time management and organizational skills with the ability to coordinate multiple schedules based on individual preferences and guidelines.

Additional Information


  • Medical Insurance
  • Paid Time Off
  • Life Insurance
  • Dental & Vision insurance options
  • Perks Program
  • Continuing Education Support

How to Apply

Please submit a cover letter and resume to Kaity Campbell, Front Desk Supervisor, to kaity.campbell@therefugecenter.org.


  • Date Posted: January 31, 2024
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Health (Physical, Mental)
  • Working Hours: 30 hrs/wk; M-F