About This Role
This administrative role focuses on managing schedules, digital operations, and operational coordination for a psychology center. The position involves handling the agendas of a team of psychologists and providing administrative, digital, and operational support to the center. It suits an experienced administrator who can take on responsibilities from the start.
Responsibilities
- Manage the integral agendas of over 20 professionals
- Schedule, change, reschedule, and cancel appointments
- Coordinate schedules and availabilities
- Resolve incidents and follow up on appointments
- Update and verify information in the management system
- Manage visit and service payments
- Handle cash and record movements
- Perform cash closures and verify amounts
- Detect and communicate possible discrepancies
- Control and record economic operations following internal protocols
- Learn and operate the internal management system (CRM)
- Enter, update, and review data
- Manage records and track administrative processes
- Digitize, classify, and archive documentation
- Manage messages and appointment requests via WhatsApp
- Respond to administrative inquiries
- Follow up on pending communications
- Coordinate agenda changes with clients and professionals
- Communicate fluidly with psychologists and management
- Communicate incidents, difficulties, and needs
- Follow up on tasks and transmit information clearly
- Propose organizational solutions and improvements
- Control inventory and replenish materials
- Manage orders and supplies
- Supervise the order and good condition of facilities
- Communicate maintenance incidents
- Welcome and guide clients in person
- Communicate arrivals to professionals
- Attend to simple administrative inquiries
- Ensure discretion and confidentiality
Requirements
- Demonstrable previous experience in administrative or management positions
- Experience in similar functions, especially in agenda management and task coordination
- Good command of computers and digital tools
- Ability to learn complex management systems
- Capacity for learning and adapting to the center's specific protocols and procedures
- Flexibility to incorporate new ways of working and correctly apply internal guidelines
- Excellent organization and attention to detail
- Agility to manage multiple agendas and tasks simultaneously
