We recognize the health disparities of people of color, people from working class backgrounds, women and LGBTQ people. We believe that the experiences of these communities must be valued in the work we do. Hence, we strongly encourage applications from people with these identities or who are members of other marginalized communities. For immediate consideration, please submit a resume and cover letter with our application form.
Portland Mental Health & Wellness is a thriving private practice and training practice with four locations in Portland, as well as one location in Salem. We are a collaboration of psychologists, psychiatric prescribers, counselors, marriage and family therapists and our trainees. We emphasize relationship first and foremost and diagnosis and treatment from within that relationship.
We strongly emphasize trauma informed care, cultural competency, establishing comfort and safety for patients, and coordination of care with primary care doctors, specialists, pediatricians, schools, and other mental health clinicians.
Administrative Assistant for Training Department
Location: Portland, OR
Supervisor: Director of Clinical Training
Employee Classification: Non-Exempt (Hourly), Full-Time
Hours: Full-Time, 40 hours per week
Compensation: $18.25/hour
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Primary Function:
The Administrative Assistant provides direct support to the Training Director and training program staff. This position ensures smooth daily operations of the training department by managing schedules, organizing documentation, assisting with the coordination of trainees, and providing strong clerical and logistical support. The role requires high attention to detail, strong organizational skills, and the ability to work collaboratively with clinicians, trainees, and administrative staff.
Essential Functions:
- Provide administrative support to the Training Director and training team.
- Manage calendars, schedule meetings, and coordinate events (e.g., seminars, didactics, interviews, orientation).
- Assist with the preparation of training documents, evaluations, presentations, and reports.
- Maintain organized records of trainee files, program requirements, compliance documentation, and accreditation materials.
- Support recruitment and onboarding of trainees, including correspondence, scheduling, and applicant tracking through application portals.
- Coordinate logistics for training meetings, retreats, and outreach events, including room reservations, catering, agendas, and materials.
- Track and follow up on deadlines, evaluations, compliance needs, and reporting requirements.
- Provide technical and logistical support for trainings and meetings, including Google meet, shared drives, and other platforms.
- Maintain and update training program communications, including website content, newsletters, and trainee/faculty listservs.
- Support program evaluations and accreditation reporting by compiling trainee evaluation data and program outcomes.
- Assist with communication to trainees and faculty, drafting memos, emails, and updates as needed.
- Manage special events such as graduation ceremonies, anniversary celebrations, and community-building activities.
- Track training-related expenses, coordinate purchase requests, and assist with reimbursements.
- Create and maintain standardized templates (evaluation forms, supervision agreements, checklists) to ensure consistency across programs.
- Collaborate with HR, clinical operations, and billing to support trainee onboarding, credentialing, and scheduling.
- Support diversity and inclusion initiatives, including Affirm, QT-BIPOC, and other community-centered training efforts.
- Perform clerical tasks such as data entry, filing, record maintenance, and responding to program inquiries.
- Maintain confidentiality of sensitive trainee and patient information in accordance with HIPAA, FERPA, and program guidelines.
- Travel between office locations as needed to support training-related events.
Minimum Qualifications:
- Preferred: 1-2 years of administrative or office support experience
- Demonstrate competence and humility in terms of race, ethnicity, gender, sexual orientation, religion, class, ability et al
- Demonstrate commitment to the preservation of a workplace which embraces diversity
- Demonstrate commitment to confidentiality of patient and employee information
- Communicate professionally and effectively with patients and clinicians, always providing stellar customer service
- Answer phone systems with excellent etiquette – a warm/friendly tone, articulate, and providing understandable responses to questions or concerns
- Demonstrate a strong understanding of HIPAA policies and regulations
- Demonstrate a strong attention to detail and organization
- Demonstrate patience: being patient with people who may have trouble communicating or understanding what is happening is imperative for this position
- Follow policies and procedures to contribute to the administrative efficiency of the practice, taking initiative to suggest and develop those that may be needed
- Demonstrate strong computer skills including web based systems
- Ability to work with Mac OS & Google Workspace
Equipment Operated: Standard office equipment, including computers, copiers, printers, telephones, etc.
Work Environment: When working from a PMHW office, the position is in a well-lit office environment. Varied activities including sitting, standing, walking, reaching, bending, and lifting.
Mental and Physical Requirements: Involves sitting approximately 90 percent of the day, walking or standing the remainder. Ability to tolerate mental and emotional distress as an anticipated aspect of the position. May require working under stressful conditions.
Portland Mental Health & Wellness offers a competitive benefits package for full time employees that includes:
- Paid Vacation Time (80 hours per year to start)
- Paid Health Leave (40 hours per year)
- Paid Floating Holiday Hours (80 hours per year)
- Medical and Vision Insurance – Kaiser Permanente of the Northwest (choice of three plans)
- Dental Insurance
- Employer Paid Life and AD&D Insurance
- Voluntary Additional Life and AD&D Insurance
- Voluntary Short Term Disability Insurance
- Voluntary Critical Illness Insurance
- Voluntary Accident Insurance
- Flexible Spending Account, Health Care
- Flexible Spending Account, Dependent Care
- Commuter Benefit – Choice of TriMet Pass or Limited Parking Reimbursement
- 401K Retirement Plan – Up to 4% Company Match Once Eligible
- Annual Continuing Education Allowance of $500
- Discounted Enrollment with Student Loan Tutor
- 10% Discount on Vitamins & Supplements Through Fullscript
- Limited Access to Columbia Sportswear Employee Store
- Discount at VioletSuitesPDX Boutique Hotel
- OnPoint Community Credit Union Group Banking Benefits
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This description is intended to provide only the basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities, and working conditions may change as the practice’s needs evolve. Regular and predictable attendance is an essential function of every job.
The requirements described above are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. By signing below, you acknowledge that you are able to perform the Essential Functions of this job, with or without accommodation. If an accommodation is needed, you acknowledge that you have an opportunity to discuss this with Human Resources.
Portland Mental Health is an equal opportunity employer. We support and encourage diversity.
