Administrative Coordinator

Position Overview

Selva Wellness Collective is a growing, dynamic mental health group practice dedicated to providing high-quality, compassionate therapeutic and wellness services to our community. We are seeking a highly organized, proactive, and empathetic Administrative Coordinator to be the backbone of our daily operations. The ideal candidate will ensure the smooth functioning of our practice, manage administrative tasks efficiently, and serve as the primary point of contact for clients, clinicians, and external partners. This role is crucial in creating a welcoming, confidential, and professional environment for everyone entering our practice.

Responsibilities

Client and Office Management

• Serve as the first point of contact for prospective and current clients via phone, email, and in-person inquiries, maintaining a warm and professional demeanor.
• Manage client intake processes, including distributing and collecting initial paperwork, verifying insurance benefits, and explaining practice and payment policies.
• Schedule and confirm client appointments, manage the practice's shared calendar, and coordinate scheduling between clients and multiple clinicians.
• Maintain accurate, confidential client records (both physical and electronic) in compliance with HIPAA regulations and practice policies.
• Handle client billing, process payments (co-pays, deductibles, self-pay), and manage outstanding balances.

Operational and Facility Support

• Manage general office operations, including ordering and maintaining office supplies, ensuring common areas are tidy, and managing mail/deliveries.
• Coordinate facility maintenance and repairs as needed to ensure a safe and professional workspace.
• Assist in setting up new clinical staff, including provisioning necessary resources and access to systems.
• Manage and troubleshoot basic office technology (e.g., printers, phone system, Wi-Fi connectivity).

Clinician and Practice Support

• Provide administrative support to the clinical team, including preparing documents, coordinating internal meetings, and assisting with documentation.
• Participate in weekly check-ins with the CEO and send biweekly email updates to the staff following team meetings.
• Facilitate efficient communication between clinicians, management, and clients.
• Assist in managing the practice's social media presence or website updates, as directed.
• Design monthly newsletters in Squarespace. Manage the clinician blog schedule and coordinate with the web team (Local Victor) for site updates.
• Market community events to local organizations (e.g., school districts, non-profits) and develop marketing strategies for new clinician-led groups.

Qualifications and Skills

• Associate's degree or equivalent experience; Bachelor's degree preferred.
• Minimum of 2 years of proven administrative or office management experience, preferably in a mental health setting.
• Exceptional organizational skills, meticulous attention to detail, and proven ability to manage multiple tasks simultaneously.
• High proficiency in Google Workspace (Google Docs, Google Sheets, etc.).
• Familiarity with Electronic Health Record (EHR) systems (e.g., SimplePractice, TherapyNotes, Sessions Health) and scheduling software.
• Familiarity with verifying insurance benefits using Availity and Provider Express.
• Deep understanding of and commitment to maintaining client confidentiality and HIPAA compliance.
• Excellent written and verbal communication skills.

Key Competencies

• Inclusive: Foster inclusivity in all thoughts, actions, and marketing materials.
• Empathy and Discretion: Ability to handle sensitive client information with the utmost professionalism, compassion, and discretion.
• Problem-Solving: Proactive approach to identifying and resolving administrative and logistical challenges.
• Professionalism: A polished and composed demeanor when interacting with clients and staff under various circumstances.
• Reliability: Demonstrates exceptional attendance, punctuality, and commitment to follow-through.

Compensation and Benefits

• Employment Type: 1099 Part-Time (15 - 25 hours per week)
• Schedule: Monday - Friday, 10:00 AM - 2:00 PM (Example schedule as hours are flexible)
• Salary Range: $18 - $23 per hour (Commensurate with experience)
• Benefits: Ability to work from home (Hybrid), flexible time off (Unpaid), tax education & help

Pay: $18.00 - $23.00 per hour

Benefits:

• Flexible schedule

Experience:

• Medical administrative support: 2 years (Preferred)

Work Location: Hybrid remote in Austin, TX 78703

Salary : $18 - $23