What are the responsibilities and job description for the Practice Coordinator position at Dao Collective?
Part-Time Practice Coordinator
Position: Part-Time Practice Coordinator
Location: Irvington, NY
Schedule: Approximately 15–20 hours per week (flexible based on office needs)
About the Position
We are looking for a friendly, organized, and dependable Practice Coordinator to help support our growing acupuncture practice and continuing education programs. This position is ideal for someone who enjoys working with people, takes pride in creating an organized and welcoming environment, and can confidently manage a variety of administrative responsibilities.
As the Practice Coordinator, you will be the first point of contact for our patients and workshop participants. You will help ensure that the office runs smoothly, patients receive exceptional service, and administrative tasks are completed efficiently so the practitioner can focus on patient care.
ResponsibilitiesPatient Care & Front Desk
- Welcome patients warmly and create a positive first impression
- Answer incoming phone calls and respond to voicemail messages
- Schedule, confirm, and reschedule patient appointments
- Check patients in and out
- Collect payments and provide receipts
- Follow up with patients regarding appointments and scheduling
- Assist patients with forms and general office questions
Administrative Support
- Manage office email correspondence
- Respond to patient and workshop inquiries
- Maintain appointment schedules and patient records
- Prepare forms, documents, and correspondence
- Assist with basic bookkeeping support and expense tracking
- Maintain organized office files and systems
Office Operations
- Prepare treatment rooms before patient appointments
- Keep treatment rooms clean, organized, and fully stocked
- Order office and clinical supplies
- Monitor inventory and restock supplies as needed
- Coordinate office deliveries and vendor orders
- Help maintain an organized, calm, and professional office environment
Workshop Coordination
- Register participants for continuing education workshops
- Process registrations and payments
- Send confirmation emails and workshop information
- Maintain participant lists
- Assist with workshop preparation and event logistics
- Help coordinate workshop materials and supplies
Communication & Marketing Support
- Send appointment reminders and follow-up emails
- Assist with email newsletters and announcements
- Help update website or social media content as needed
- Respond promptly to general inquiries
QualificationsRequired
- Excellent organizational skills and attention to detail
- Friendly, professional, and compassionate personality
- Strong verbal and written communication skills
- Excellent customer service skills
- Ability to multitask and prioritize responsibilities
- Comfortable learning scheduling and office software
- Reliable, punctual, and self-motivated
Preferred
- Experience in a healthcare, wellness, or medical office
- Administrative or executive assistant experience
- Experience coordinating events or educational programs
- Familiarity with electronic health records (EHR/EMR)
- Experience with Microsoft Office, Google Workspace, or similar software
- Interest in acupuncture, wellness, or holistic healthcare
The Ideal Candidate
The ideal candidate is someone who enjoys helping people and takes initiative. You are organized, dependable, and calm under pressure. You notice the little details that make patients feel cared for, communicate professionally, and enjoy creating systems that help an office run efficiently.
Compensation
Competitive hourly compensation based on experience.
To Apply
Please submit your resume along with a brief cover letter describing your administrative experience, customer service background, and why you are interested in joining our practice.
Pay: $24.85 - $29.92 per hour
Benefits:
- Flexible schedule
Work Location: In person
Salary : $25 - $30