Full-Time, Exempt
Location: ITA Evanston Clinic
Department: Administrative
Salary Range: $44,000 – $47,000 annually based on education and experience
Anticipated Start Date: Late August 2026
About the Opportunity
Institute for Therapy through the Arts (ITA) is seeking a full-time Receptionist & Scheduler to serve as a welcoming first point of contact for clients, families, guests, and community members at ITA’s Evanston Clinic. This position plays an important role in supporting the client experience, clinic operations, scheduling, office organization, and administrative needs across the organization.
The Receptionist & Scheduler will assist with client communication, intake scheduling, recurring appointments, rescheduling, client files, payments, phones, and day-to-day office support.
The ideal candidate is warm, organized, dependable, and comfortable balancing customer service with administrative detail. This role is well suited for someone who enjoys helping people feel welcomed and supported while keeping systems, calendars, and office needs running smoothly.
Key Responsibilities
The Receptionist & Scheduler will:
- Perform customer service tasks, including answering phones, greeting clients, collecting payments, and answering questions about ITA’s intake process and client accounts.
- Actively communicate customer service needs and emergency issues to the Office Manager and Clinical Management team to ensure the highest quality of customer service care.
- Perform hospitality tasks, including setting up rooms, preparing refreshments for donor cultivation and marketing events.
- Maintain ITA client files, and collect initial paperwork and forms.
- Perform light housekeeping tasks, including removing trash and recycling, vacuuming, cleaning bathrooms, the kitchenette, and offices, stocking office, treatment, and marketing materials, and keeping the IT/file room organized.
- Support the development and implementation of special projects as determined by the CEO.
- Maintain inventories of office supplies and marketing materials, conduct regular counts, and assemble orders for approval.
- Support the ITA Intake team by scheduling intakes, determining client and therapist availability for intakes and initial treatment sessions, and notifying therapists and staff supervisors about permanent client placements.
- Support ITA staff in managing calendars, appointments, and rescheduling needs, and assist with administrative tasks to support various ITA programs.
- Attend the weekly Intake Meeting as needed.
- Communicate ITA’s cancellation policy and Utilization Review policy to new clients, as needed.
- File documents and complete other administrative duties as assigned.
Qualifications & Education Requirements
Required qualifications include:
- Bachelor’s or Associates Degree preferred
- Minimum of 1 year of experience in a receptionist role or administrative assisstant role
- Experience with customer relations in a health care or mental health setting
Preferred Skills and Competencies
The ideal candidate will demonstrate:
- Flexibility and adaptability in an environment with evolving needs and priorities.
- Passion for ITA’s mission.
- A solution-focused approach and positive attitude.
- Dependability and strong adherence to deadlines.
- Ability to anticipate organizational needs and offer proactive suggestions to ITA leadership.
- Ability to manage multiple projects independently.
- A friendly, patient, and compassionate approach when interacting with clients, profesionals, therapists, and guests.
- Strong comfort with technology and various software programs, including Microsoft Office 365, SharePoint Online, WordPress, SurveyMonkey, and social media platforms.
- Strong knowledge of Microsoft Excel.
Benefits
ITA offers a benefits package that includes:
- Health, dental, and vision insurance.
- 401k.
- Life insurance.
- Paid time off.
Working Conditions
This position may require the ability to move and lift objects. Prolonged sitting and regular, consistent use of a computer, keyboard, and mouse will be necessary.
About ITA
Founded in 1975 and established as an independent nonprofit organization in 2015, Institute for Therapy through the Arts is a nationally recognized organization dedicated to helping children, adults, and families improve functioning related to psychological, developmental, physical, or cognitive factors through integrated arts approaches.
ITA is one of the few comprehensive community-based arts therapy programs in the United States to offer four creative arts treatment modalities: art therapy, dance/movement therapy, drama therapy, and music therapy.