Part Time Administrative Assistant

Who We Are

Refuge Acupuncture + Somatics is a Queer-owned and operated liberatory somatics practice in Burlington, Vermont. We offer acupuncture, herbal medicine, and somatic therapy for the communities we come from, including LGBTQIA2+ and neurodivergent people, Bodies of Culture (BIPOC), children, youth, and families.

The Position

We are seeking a dependable, organized, and communicative Administrative Assistant to provide day-to-day support to our Founder, practitioners, and clients. This role focuses on routine administrative tasks that keep communication, scheduling, our physical space, and our online presence running smoothly.

The ideal candidate communicates clearly and kindly, follows through on tasks, handles confidential information with care, and shifts between priorities without losing attention to detail. They are comfortable working independently within established systems and asking questions when they need clarification.

This position will be shared between two people in order to keep things running smoothly and to promote a team approach. Each Admin Assistant will work 8-10 hours/week. For the right candidate, this position will grow into an Administrative Coordinator position with increased responsibility, hours, hourly pay and added benefits.

Hours and Compensation

Position

Part-time W-2 employee

Hours

8-10 hours per week

Schedule

4-5 hours per day, consistent daily hours agreed upon at hiring, this position will be filled by two people - one working Monday/Wednesday and one working Tuesday/Thursday

Pay

$21-$26 per hour, depending on experience

Key Responsibilities

Scheduling and Calendar Support

• Manage the owner's schedule, including adding, updating, and confirming appointments and meetings.
• Reschedule appointments for all clinicians when cancellations or schedule changes occur.
• Communicate available appointment options and update calendars promptly and accurately.
• Help fill openings by contacting appropriate clients according to established practice procedures.
• Flag to supervisors or practitioners any scheduling conflicts, urgent requests, and issues requiring clinical or managerial judgment.

Client and Practice Communications

• Monitor and respond to routine messages received through the practice email and Google Voice during scheduled work hours.
• Answer common administrative questions using approved information and templates.
• Route clinical, billing, intake, complaint, and other higher-level questions to the appropriate practitioner or supervisor.
• Document communications and follow-up needs in the appropriate practice systems.
• Maintain a warm, clear, timely, and professional tone in all communications.

Website and Social Media Support

• Maintain the practice's website and social media accounts using approved content and direction.
• Post therapist availability, announcements, blogs, events, and other approved updates.
• Review online information regularly and update outdated details.
• Help maintain a simple content calendar and track scheduled posts.
• Monitor comments and direct messages, respond to routine inquiries using approved language, and escalate anything sensitive or clinical.
• Maintain secure access to account credentials and follow practice privacy and security procedures.

General Administrative Support

• Complete routine data entry, document updates, and digital file organization.
• Use established templates, workflows, and checklists consistently.
• Support the Founder with other routine administrative tasks
• Communicate progress, unfinished tasks, and barriers at the end of each shift as needed.

Required Qualifications

• At least one year of administrative, scheduling, customer service, or related experience.
• Strong organization, attention to detail, and follow-through.
• Clear, direct, and kind written and verbal communication.
• Comfort using Google Workspace, shared calendars, email, and social media platforms.
• Ability to learn and consistently use practice systems and procedures.
• Ability to maintain confidentiality and use sound judgment when handling sensitive information.
• Reliable availability for 4-6 scheduled hours Monday/Wednesday or Tuesday/Thursday.
• Commitment to using clients' and team members' chosen names and pronouns and treating people of all identities with dignity and respect.

Preferred Qualifications

• Experience in a mental health, acupuncture, medical, wellness, or complementary-medicine setting.
• Experience with Google Voice, SimplePractice, website content-management systems, or social media scheduling tools.
• Familiarity with HIPAA-conscious communication and the boundaries of administrative and clinical roles.
• Experience supporting a small, values-driven business or practice.

Role Boundaries and Supervision

The Administrative Assistant reports to the Founder and works closely with the therapist team. The Founder establishes workflows and priorities and provides supervision for the role. This position does not make clinical decisions or independently manage billing, insurance, intake eligibility, personnel matters, compliance, practice policies, or other practice-management functions. Questions outside the role's scope should be routed to the Founder, supervisor, or appropriate therapist.

Inclusion and Non-Discrimination

Systems of power, privilege, and oppression have traditionally created barriers for people and groups with particular identities, ages, abilities, and histories. We are committed to replacing those barriers with ever-widening circles of solidarity and mutual respect. We strive to create a center for health and healing where all people feel safe, valued, cared for, and able to form meaningful connections.

We welcome applicants across gender identities and expressions, ages, races, ethnicities, national origins, abilities, sexual orientations, financial backgrounds, family structures, educational and class backgrounds, and political perspectives. We especially encourage applicants with lived experience in a Body of Culture to apply.

How to Apply

Please submit your application online:

Rolling application process with desired start date of 10/30.

Pay: $21.00 - $26.00 per hour

Expected hours: 8.0 – 10.0 per week

Work Location: In person