Office Administrator The Resilience Center PLLC | Clarksville, Tennessee About The Resilience Center The Resilience Center PLLC is a trauma-focused mental health practice committed to helping individuals and families. We provide trauma-informed mental health services to children, adolescents, adults, families, military families, and other members of our community. We are seeking a reliable, organized, compassionate, and detail-oriented Office Administrator to support the day-to-day operations of our growing practice. The ideal candidate understands that a mental health office requires more than administrative efficiency. Every interaction with a client, parent, clinician, insurance company, or community partner should reflect professionalism, respect, confidentiality, and a trauma-informed approach. Position Summary The Office Administrator will provide administrative and operational support for the practice, including scheduling, client communication, insurance verification, records management, clinician support, office organization, and general administrative duties. This position requires someone who can work independently, prioritize competing responsibilities, maintain confidentiality, communicate professionally, and stay calm in a busy clinical environment. Primary ResponsibilitiesClient & Front Office Support Serve as a welcoming and professional first point of contact for clients and families. Respond to telephone calls, voicemail, emails, portal messages, and other client inquiries. Assist clients with scheduling, rescheduling, cancellations, and general administrative questions. Communicate practice policies and procedures clearly and professionally. Follow up with prospective clients and referrals in a timely manner. Assist with intake and onboarding processes. Maintain a professional, organized, and welcoming office environment. Recognize situations that require escalation to a clinician or practice leadership. Scheduling & EHR Administration Manage and maintain the practice schedule. Schedule initial assessments and follow-up appointments according to practice procedures. Coordinate scheduling based on clinician availability, client needs, insurance requirements, and appointment type. Maintain accurate client information in the electronic health record (EHR). Assist with patient chart maintenance and administrative documentation. Monitor incomplete administrative items and follow up as needed. Assist clinicians with administrative needs related to their schedules and caseloads. Maintain accurate appointment and cancellation records. Insurance & Billing Support Verify insurance benefits and eligibility as assigned. Collect and document insurance information and required client demographic information. Assist clients with questions regarding copays, deductibles, insurance information, and practice fees within the scope of the position. Obtain and maintain required insurance documentation. Assist with identifying insurance-related issues and escalating problems appropriately. Communicate with insurance companies, EAPs, and other third parties as needed. Assist with outstanding administrative billing tasks and follow-up. Maintain accurate records related to insurance and payment information. Administrative & Office Operations Maintain organized electronic and physical records. Assist with scanning, uploading, filing, copying, and document management. Monitor office supplies and assist with ordering as needed. Assist with mail, correspondence, forms, and administrative paperwork. Support practice meetings, projects, community events, and outreach activities. Assist with maintaining office calendars and administrative deadlines. Help identify opportunities to improve office efficiency and client experience. Perform other administrative duties as assigned. Compliance & Confidentiality Maintain strict confidentiality of all client and practice information. Follow HIPAA, applicable privacy regulations, and The Resilience Center's policies and procedures. Follow established procedures for releases of information, records requests, and other protected information. Maintain appropriate professional boundaries with clients and families. Immediately report suspected privacy, security, safety, or compliance concerns according to practice policy. Complete required training related to HIPAA, confidentiality, workplace safety, and practice procedures. QualificationsRequired High school diploma or equivalent. Previous experience in an administrative, medical office, behavioral health, healthcare, or customer-service position. Strong organizational and time-management skills. Excellent verbal and written communication skills. Strong attention to detail and accuracy. Ability to maintain confidentiality and handle sensitive information appropriately. Ability to manage multiple priorities in a fast-paced environment. Comfortable using computers, email, scheduling systems, and electronic records. Professional and compassionate communication style. Ability to work independently while also functioning effectively as part of a clinical team. Background check Preferred Experience working in a mental health, behavioral health, medical, or healthcare setting. Experience with insurance verification and benefits. Familiarity with EHR systems, preferably SimplePractice. Knowledge of HIPAA and healthcare privacy requirements. Experience with scheduling and intake coordination. Experience working with children, families, military families, or other diverse populations. Experience with medical/behavioral health terminology and insurance terminology. Ideal Candidate The ideal candidate is someone who: Is dependable and follows through on responsibilities. Notices details others may overlook. Can multitask without becoming easily overwhelmed. Communicates clearly and professionally. Is comfortable having difficult conversations while remaining respectful and compassionate. Understands the importance of confidentiality. Takes initiative rather than waiting to be told what needs to be done. Can identify problems and seek solutions. Is comfortable working with people who may be experiencing stress, anxiety, trauma, or other difficult circumstances. Understands that the administrative team plays an important role in creating a positive client experience. Is willing to learn and grow with a developing practice. Shares our commitment to trauma-informed care and treating every person with dignity and respect. What We Offer Supportive, collaborative work environment. Opportunity to work alongside trauma-focused mental health professionals. Meaningful work supporting individuals and families in our community. Opportunities for professional growth and learning. A workplace that values compassion, resilience, professionalism, and teamwork.

Schedule Employment Type:

Part-Time with opportunities for growth

Schedule:

Flexible, normal operating hours from 8a-5pm

Location:

Clarksville, Tennessee Pay:

$20-$25 per hour How to Apply Interested candidates should submit a resume and brief cover letter explaining why they are interested in working with The Resilience Center and how their experience would contribute to our team. The Resilience Center PLLC is committed to creating a professional, respectful, inclusive, and trauma-informed workplace. The Resilience Center PLLC is an equal opportunity employer.

Pay:

$20.00 - $25.00 per hour

Benefits:

Flexible schedule

Work Location:

In person