Job Purpose
The purpose of this role is to provide comprehensive administrative support to ensure the smooth day-to-day functioning of a non-profit community health center, training, and research institute dedicated to advancing spiritually integrated behavioral health. The position is responsible for supporting client services and scheduling, providing clerical and operational assistance to leadership, tracking data and financial processes, and coordinating events and special projects. This role requires a self-motivated, detail-oriented professional with strong organizational and communication skills, along with a basic understanding of health practices and Islamic concepts and theology.
Duties & Responsibilities
The following are the primary day-to-day responsibilities for this position. These are not exclusive or all inclusive. Other duties may be required and assigned. During your shift, not to exceed 8 hours per day, you will be responsible for the following responsibilities:
Client Servies & Scheduling:
● Review and improve scheduling processes conducted by receptionists, including answering calls, scheduling clients, and using the EMR system.
● Serve as the first point of contact for clients seeking services.
● Correspond with clients via email and phone to facilitate scheduling with staff therapists.
● Support clients in navigating the EMR portal to ensure smooth delivery of services.
● Facilitate a positive client experience by reducing wait times, triaging appropriately, and ensuring seamless transitions into services.
● Ensure client confidentiality at all times.
Administrative & Clerical Support:
• Provide general clerical support to the Director and management team, including mailing, scanning, faxing, copying, and maintaining office supplies.
• Take minutes for staff meetings.
• Troubleshoot administrative challenges.
• Streamline operational processes and systems to enhance efficiency and effectiveness.
• Occasional weekend work may be required, including assisting with vitals, prior authorizations, and other paperwork requests.
Reporting & Financial Support:
• Track beneficiary numbers and prepare data for the Director of Operations for quarterly reports.
• Log and deposit checks and coordinate with accounting on categorization.
• Assist with medical insurance reimbursement and benefit claim submissions.
Event & Project Coordination:
• Assist with planning and coordination of trainings, seminars, and conferences.
• Provide support on special projects as needed.
Job Title
Administrative Assistant – Part Time (25 hours/week)
Reports to
Director of OperationsOffice Management (if onsite):
• Manage the physical office environment, including organization, supplies, and upkeep of the site.
Other:
• Perform all other tasks as assigned.
Required
• Excellent written and verbal communication skills.
• Strong organizational skills, with the ability to plan, prioritize, and manage multiple projects or tasks while maintaining attention to detail.
• Proficiency in MS Word and MS Excel.
• Familiarity with Islamic theology, customs, rituals, and rules.
• Ability to work effectively under pressure and during peak hours.
• Knowledge of the mental health sector and a commitment to advocating for mental health awareness and support.
• Must be willing to successfully complete and pass a comprehensive background screening check.
Preferred
• Bachelor's Degree Preferred in Business Administration, Healthcare Administration, Non-Profit Management, Social Work, or related field.
• Experience with medical billing and healthcare office policies and procedures.
• At least 2 years of administrative or clerical experience, preferably in a clinical setting.
Working Conditions:
● This position will be onsite at the Lombard HQ office.
● Business casual/Islamic attire culturally attuned to an Islamic work context.
• Routinely use of standard office equipment and technology, including computers, phones, and virtual communication tools.
Compensation
• $20-$22/hour, dependent on experience.
• This position is non-exempt and part time and is not eligible for KC benefits.
How to Apply
Interested candidates should apply via our website. Please visit www.khalilcenter.com and complete the online application. Be sure to include your resume and a cover letter detailing your relevant experience and why you are interested in this position.
Applications without a cover letter will not be accepted.
Application Deadline: November 10, 2025
Start Date: November 17, 2025
Approved by: HR Manager
Equal Employment Opportunity:
Khalil Center is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, age, citizenship, color, religion, sex, marital status, national origin, disability status, gender identity or expression, protected veteran status, or any other characteristic protected by law.
Applicants applying for roles in the United States must be currently authorized to work in the United States on a full-time basis. Khalil Center will not sponsor applicants either now or in the future for any open role at our organization.