Operations Coordinator (Therapist Support)

Operations Coordinator (Therapist Support Focus)

Part-Time | Remote (Charlottesville, VA Area)

Well Marriage Center is a growing, therapist-centered couples counseling organization supporting 40 licensed clinicians across multiple states. We are seeking an experienced Operations Coordinator to serve as the operational point person for our organization: keeping systems running smoothly, anticipating needs, and ensuring therapists feel supported, informed, and cared for.

Anticipated schedule is Monday-Friday, 9:30am-2:30pm, and we can be flexible on the hour range.

Key Factors to Success in This Role:

• Acute Attention to Detail: You ensure every detail is accounted for and things don’t slip through the cracks
• Initiative: You are proactive, anticipatory, and typically ahead of the curve.
• Strong Follow-Through: You excel at closing loops and ensuring that things are done.
• Top-Tier Communicator: Your writing is clear, warm/personable, and professional. You can take a "no" and deliver it with such poise and clarity that the recipient feels respected and heard.

Responsibilities Include:

1. Therapist & Operations Support

• Serve as a primary operational support contact for 40 therapists
• Respond to questions with warmth, clarity, and follow-through
• Troubleshoot issues related to the EHR and client portal (this role does NOT handle billing, but supports therapists when billing-related problems arise and helps route or resolve issues)
• Support therapist onboarding and ongoing logistics in coordination with leadership

2. Facilities & Office Operations

• Oversee all facility-related needs across locations, including:
• Rent coordination and subtenant management
• Utilities, bills, and vendor relationships
• Repairs, supplies, maintenance, and office logistics
• Coordinate office usage schedules and operational details

3. Systems & Process Oversight

Support day-to-day operations of internal systems, including:

• EHR platforms
• Scheduling tools
• Client portals
• Google Workspace and internal documentation
• Identify inefficiencies, breakdowns, or recurring issues and proactively improve processes
• Maintain accurate records and operational documentation

4. Leadership & Decision-Making

• Work closely with the Director of Operations on projects, systems, and growth initiatives
• Own defined operational areas with discretion to resolve issues independently, escalating only when needed
• Bring solutions, not just problems

Required Qualifications:

• 5 years in a high-autonomy operations or administrative leadership role.
• Technical Fluency: You are able to learn new tools and platforms quickly.
• Exceptional Communication Skills: Whether written or verbal, your communication is always professional, warm, and well-received.
• Proactive: self-directed problem solver.

Personal & Cultural Fit (Very Important)

This role works closely with therapists and leadership, often in moments that require sensitivity and calm. We are looking for someone who is:

• Warm, friendly, and emotionally intelligent
• Comfortable supporting clinicians and navigating sensitive situations discreetly
• Calm under pressure and steady when things are busy
• Professional, dependable, and kind
• Someone who enjoys being part of a small, high-productivity, collaborative team and contributing to a positive culture

Location Requirement

This is a fully remote position, but candidates must live within 45 minutes of Charlottesville, VA. We meet monthly for in-person team lunches and occasional events and value maintaining real connection as a team.

Compensation & Benefits:

• Part Time Position, Monday-Friday
• Pay: $35/hr with expected weekly hours around 20.
• Fully remote work environment
• 401k and 401k Employer contribution
• A stable role within a growing organization

Why This Role Is Special

Beyond the benefits, the best part of this role is the team. You’ll be part of a small, fun, and genuinely supportive administrative group that values competence, kindness, humor, and trust. We have an awesome team!

Your work will directly impact the daily experience of therapists doing meaningful work with couples. That matters here!

How to Apply

To apply, please send your resume and a cover letter. In your cover letter, please include one paragraph describing a time you encountered a technical or operational problem you had never seen before, and exactly how you taught yourself to solve it without asking your supervisor for the answer.

Pay: $35.00 per hour

Benefits:

• 401(k)
• 401(k) matching

Application Question(s):

• Do you live within 45 minutes of Charlottesville, VA?

Education:

• Bachelor's (Required)

Experience:

• operations or coordination: 5 years (Required)

Work Location: Hybrid remote in Charlottesville, VA 22903

Salary : $35