Thriving Psychotherapy Practice Needs Admin

Operations & Practice Administrator Location: Remote Employment Type: Part-time Reports To: Practice Owner/Clinical Director About the Role We are seeking a highly organized, proactive, and detail-oriented Operations & Practice Administrator to oversee the day-to-day administrative operations of our growing psychotherapy practice. This role serves as the operational backbone of the organization, managing HR, payroll, compliance, systems, client intake, and administrative projects while ensuring an exceptional experience for both employees and clients. The ideal candidate enjoys building efficient systems, solving problems independently, and juggling multiple priorities in a fast-paced environment. Key Responsibilities Human Resources, Payroll & Compliance Process bi-monthly payroll through Gusto. Manage payroll-related updates and administrative tasks within Gusto. Maintain workers' compensation accounts and reporting. Coordinate state and federal business account updates, registrations, and tax filings. Oversee employee onboarding, offboarding, and leave of absence processes. Maintain employee records, including licenses, certifications, and credential renewals. Update and maintain the employee handbook and HR policies. Administer employee benefits, including Guideline 401(k), and assist employees with enrollment and account questions. Ensure compliance with employment regulations and practice policies. Prepare and manage annual Good Faith Estimates and required consent documentation. Practice Operations & Client Administration Draft, update, and maintain client intake forms and practice documentation. Manage new client inquiries and referral tracking. Coordinate initial consultation appointments for prospective clients. Schedule consultation calls for new clients and prospective therapists. Process client scheduling changes and administrative requests. Serve as a resource for clinicians regarding scheduling, billing, and operational questions. Systems & Technology Maintain and update the SimplePractice electronic health record (EHR) platform. Manage website updates through Squarespace. Coordinate email system updates, including signatures, user accounts, and domain changes. Identify opportunities to improve workflows and streamline administrative processes. Maintain forms, templates, and documentation across practice systems. Finance & Business Administration Coordinate with Gusto, state agencies, and regulatory organizations regarding payroll, tax, and business matters. Collaborate with the company's accountant on financial and tax-related administrative requests. Assist with business registrations, renewals, and compliance documentation. Support administrative reporting and recordkeeping as needed. Administrative Support & Special Projects Research and coordinate short-term rental accommodations as needed. Manage miscellaneous administrative projects and one-time initiatives. Assist leadership with operational improvements and strategic administrative support. Perform other duties as assigned to support the practice's continued growth. Minimum Qualifications 3+ years of experience in operations, office management, HR, practice administration, or a similar administrative role. Experience with payroll administration (Gusto preferred). Experience supporting HR, employee onboarding, and compliance processes. Strong organizational and project management skills. Excellent written and verbal communication skills. High attention to detail and ability to manage confidential information. Comfortable learning new technology platforms. Ability to prioritize multiple projects while working independently. Preferred Qualifications Experience working in a healthcare, behavioral health, or mental health practice. Familiarity with SimplePractice or another EHR platform. Experience with Squarespace. Experience supporting benefits administration, including retirement plans. Knowledge of employment compliance and healthcare administrative workflows. Skills Exceptional organization and follow-through Strong problem-solving abilities Process improvement mindset Professional and compassionate communication Time management and multitasking High level of discretion with confidential information Proficiency with Google Workspace and Microsoft Office