What are the responsibilities and job description for the Office Operations and Outreach Coordinator position at Harmony Counseling, PLLC?
We are a clinical mental health practice focused on trauma treatment, seeking a highly organized, technically skilled, detail-oriented part-time team member to support office operations, administrative systems, community outreach, and marketing coordination.
This is a hands-on, high-responsibility support role for someone who is efficient, professional, organized, and able to work independently. The right candidate will be calm, reliable, focused, and capable of helping maintain a polished, structured, and welcoming practice environment.
This role combines office support, technical administrative work, visual presentation, and outreach coordination. Duties include:
- Pick up and distribute mail
- Prepare and complete bank deposits
- Upload EOBs and designated documents for the billing department
- Upload clinician files and maintain accurate digital organization
- Maintain order, appearance, and structure across office spaces
- Organize supplies, forms, printed materials, and administrative systems
- Help keep waiting rooms and offices polished, welcoming, and professional
- Decorate and refresh office spaces as needed
- Create and display client education materials in waiting rooms and office areas
- Design, order, and organize marketing materials such as flyers, brochures, signage, business cards, and handouts
- Assist with outreach mailings and community partner communications
- Maintain and update community partner contact lists and outreach records
- Coordinate meetings and outreach activities with community referral partners
- Help organize Zoom meet-and-greets and similar community-facing events
- Collaborate with CRM staff to support outreach messaging, campaigns, and promotional communications
- Assist with email and text message outreach to clients and community partners
- Help maintain consistency, order, and follow-through in assigned administrative and outreach projects
- Perform other related office support duties as needed
- Minimum 2 years of experience working in a medical practice or other professional business setting in an office manager, office coordinator, or similar administrative support role
- Strong technical skills and comfort using office systems, shared files, and digital platforms
- Strong organizational skills and close attention to detail
- Excellent written and verbal communication skills
- Ability to manage multiple tasks efficiently and follow through reliably
- Strong professionalism, punctuality, and dependability
- Ability to work independently without constant oversight
- Graphic design, layout, or visual communication skills preferred
- Experience with outreach support, marketing materials, or promotional coordination preferred
Ideal Candidate
The ideal candidate is:
- Highly organized and detail-focused
- Efficient, prompt, and self-directed
- Technically capable and comfortable with systems
- Creative and visually polished
- Professional and calm under pressure
- A strong communicator and team player
- Comfortable in a support role with a wide variety of responsibilities
- Reliable, steady, and low-drama
- Able to complete work independently and with a positive attitude.
Why This Role Is a Good Fit
This role is ideal for someone who enjoys structure, organization, technical tasks, visual presentation, and meaningful support work in a professional clinical setting. It is especially well suited to someone who takes pride in keeping things running smoothly behind the scenes.
Pay: $24.00 - $29.00 per hour
Work Location: In person
Salary : $24 - $29