Mend Integrative Wellness – Altoona, IA
Date Posted: 10/28/2025

Mend Integrative Wellness is seeking a reliable, compassionate, and detail-oriented Administrative Assistant to join our team. This role is ideal for someone who thrives in a dynamic, patient-centered environment and enjoys supporting both clients and practitioners in a holistic healthcare setting.

We are a locally owned wellness clinic offering a wide range of services in Altoona including functional medicine, mental health counseling, neurofeedback, PEMF therapy, hyperbaric oxygen therapy, IV therapy, nutrition services, and infrared sauna. Our other clinic in Urbandale offers thermography, ultrasound, and massage therapy. Our mission is to help individuals become the healthiest version of themselves through root-cause medicine and whole-person care.

Position Summary
The Administrative Assistant serves as the first point of contact for patients, visitors, and the public. This role involves answering inquiries, providing information about services and departments, and supporting the daily operations of the clinic. The assistant ensures that patients feel welcomed and informed while maintaining efficient administrative systems that support our care team. This position also plays a key role in patient follow-up, retention, and satisfaction.

Essential Duties and Responsibilities
To perform this job successfully, an individual must be able to perform the following satisfactorily:

• Answer high call volume with professionalism, expertise, and empathy; providing information, taking messages, and scheduling appointments
• Greet persons entering the clinic, determine nature and purpose of visit, and direct or escort them appropriately
• For new patients, help them understand the scheduling process and onboarding, as well explain all expected costs of care
• Educate patients on services, packages, and wellness programs available
• Follow up with patients post-visit to ensure satisfaction, answer questions, and support continuity of care
• Maintain accurate and timely documentation of patient interactions and service usage
• Handle appointment changes, cancellations, cancellation fees and rescheduling requests
• Transmit information or documents to customers using computer, mail, or fax
• Hear and resolve complaints from customers or the public with grace and professionalism
• Perform administrative support tasks such as proofreading, transcribing, and data entry
• Use office software and scheduling platforms with proficiency
• Communicate effectively with all staff and respond to requests appropriately
• File and maintain records in compliance with privacy standards
• Provide information about departments, services, and staff roles
• Collect, sort, distribute, or prepare mail/packages, messages, or courier deliveries
• Receive payments and record receipts for services
• Help keep office clean (light cleaning, trash removal, laundry), organized, and welcoming.
• Assist with sauna, PEMF, and other appointments qualified to handle
• Help keep social media up to date with relevant clinic content
• Proactively support patient retention and engagement through personalized outreach and education
• Maintain professional appearance and demeanor that reflects practice values
• Assist with office or community events, including preparation, logistics, communication, and day-of execution

Competencies
The ideal candidate will demonstrate the following:

• Initiative: Proactively seeks opportunities to support the team and improve systems
• Motivation: Sets and achieves goals, persists through challenges, and maintains high standards
• Planning and Organizing: Prioritizes tasks, manages time effectively, and coordinates resources
• Problem Solving: Identifies issues, analyzes information, and develops thoughtful solutions
• Judgment: Makes sound decisions and includes appropriate stakeholders in the process
• Communication: Expresses ideas clearly in both verbal and written formats; listens actively and keeps others informed
• Team Leadership: Supports group progress, fosters collaboration, and acknowledges team contributions
• Customer Care: Demonstrates empathy, patience, and professionalism in every interaction

Qualifications
To perform this job successfully, an individual must meet the following requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong interpersonal and communication skills
• Ability to multitask and stay organized in a fast-paced environment
• Proficiency with scheduling platforms, email, and basic office software
• Comfort handling sensitive health information with confidentiality
• Interest in integrative and functional wellness is preferred
• Experience in customer service or patient care coordination is a plus

Location and Hours

• Primary location: Altoona, IA
• Hours: Part-time (estimate 20 hours a week)