Office Administrator

Position Overview We are seeking a highly organized and people-centered office administrator to oversee the day-to-day operations of our therapy services. This role bridges clinical teams and administrative functions, ensuring efficient workflows, compliance, and an exceptional experience for both clients and providers. Position is hybrid, in-person and remote, with a highly flexible schedule based on the administrator's needs and schedule. Requesting 2-5 hours of in-office time weekly to complete filing tasks and attend necessary staff meetings. The remaining hours can be conducted remotely. The administrator may also have access to the office cell phone to manage communication remotely. Key Responsibilities Weekly Billing and Insurance claim oversight. Working in collaboration with the practice owner and the insurance accounts manager. Monitor practice phone and general email to manage flow of prospective client intake. Check general email daily and reply to prospective clients. Check the office phone at least three to four times weekly and maintain prospective client communication as needed. Add new prospective clients to prospective client list/client portal system and notify relevant providers to continue communication. Communicate with owner and providers regarding all relevant requests received by phone and general email. Document scanning and filing. Monitor/maintain client portal accounts in collaboration with providers. Assist providers and clients with client portal help support as needed. Monitor key performance metrics through monthly invoice attendance reports monitoring. Troubleshoot workflow issues with staff and owner. Assist Owner and other staff with relevant marketing related tasks. Periodically create promo-packets for advertising with other medical practices. Facilitate networking communications with other practices and schools. Assist Owner with weekly payroll functions and documentation. Qualifications (Required) Owns a laptop with regular access to the internet at home to consistently maintain required workflow and work-related communications. Private home working conditions to maintain HIPPA safe communications with clients and providers over the phone. Competent in basic computer skills. Experience navigating google workspace (sheets, docs, and forms) and Google email interface. Qualifications (Preferred but not required) Experience working in office administration and/or operations in healthcare or other small business settings. Competent in basic computer skills. Experience with electronic health record (EHR) systems and scheduling platforms OR related experience with client portal data management systems. Knowledge of healthcare compliance and privacy regulations. Familiarity with insurance billing and reimbursement processes Preferred Skills Data-driven, detail-oriented mindset with experience analyzing operational metrics. Passion for improving access to mental health care. Excellent leadership, communication, and problem-solving skills. Ability to manage multiple priorities in a fast-paced environment.

Pay:

$15.00 - $25.00 per hour

Benefits:

Flexible schedule

Work Location:

Hybrid remote in Charlottesville, VA 22901