Practice Operations Coordinator

Be the first warm voice someone hears when they finally reach out. Thrive & Feel Psychology is hiring a part-time Practice Operations Coordinator: the person who answers when someone is brave enough to ask for help, and who keeps our small practice running smoothly behind the scenes.At a glancePay: $24 to $26 per hour (non-exempt, W-2)Hours: about 10 to 12 per week, Monday through Friday, in a daily window we set togetherLocation: Hybrid Start: early November 2026Reports to: Practice Owner, Dr. Roohan Who we are. We're a small Pasadena practice offering warm, affirming, evidence-based therapy and psychological assessment, including autism and ADHD evaluations. We serve emotionally sensitive people and HSPs, neurodivergent and LGBTQIA2S+ folks, creatives, and high achievers who are quietly exhausted. We are a team, not a group of people sharing a name.What we value. Strong relationships and teamwork. Thoughtful, ethical work over speed. Inclusive, affirming care. Authenticity. And laughing often, because warmth and humor belong alongside serious work. What you'll doYou'll own our intake process from first hello to first appointment, and be the operational backbone of a growing practice.Welcome every inquiry. Respond to new inquiries within one business day, read each screener closely, and match people with the right clinician and service.Keep the calendar moving. Offer, hold, and release consultation and intake slots, and keep clinicians up to date on what's booked.Follow through. Run a gentle, structured follow-up sequence and make sure no one falls through the cracks.Keep records anyone can trust. Maintain our intake and assessment trackers so any teammate can pick up a case instantly.Guide clients through paperwork. Send reminders, track deadlines, and confirm insurance benefits emails go out.Know when to escalate. Spot legal, crisis, or out-of-scope requests and route them to the right person right away.Make the process better. Share what's breaking, report monthly intake metrics, and help refine our templates and SOPs.Keep the practice humming. Payroll data entry, onboarding logistics for new clinicians, client payments, supplies and mail, and troubleshooting our tech with vendor support.Help us settle in. In your first month, you'll help finish our move into a new five-office Pasadena suite: vendors, signage, internet, and updating our address everywhere it lives.This is an administrative role. You won't provide clinical services or advice; clinical questions always go to a clinician. How we'll measure successEvery new inquiry gets a response within one business dayConsultation and intake holds are released within 48 hours, so no slot sits idleQuiet inquiries get up to three follow-up attempts before closing cleanlyIntake paperwork is tracked to 48 business hours before each appointment, with reminders at 5 business days out and at the deadlineTrackers are accurate enough that anyone can pick up a case without questionsA monthly intake report covering inquiry volume, response times, referral sources, drop-off points, and conversion to scheduled appointments You'll thrive here if you...Notice the thing everyone else missed, and find accurate tracking satisfying.Love being a friendly, steady presence for someone having a hard time, even across a full inbox.Write clear, careful, warm emails to people who feel anxious about reaching out.Handle confidential health information with real care.Work independently, follow a documented process, and speak up when it could be better.Know when to escalate and when to proceed, and would rather ask than guess.Enjoy using AI tools like Claude to draft, then review and refine with your own judgment.Value anti-oppressive work and welcome direct feedback, both giving and receiving.Want part-time, flexible, mostly remote work as a real choice, not a compromise.Are energized by helping a team and contributing to the growth of our practice.Think ahead and solve problems before they affect clients.Happily hop in to help teammates get things done.What you'll need1+ years of administrative, scheduling, client services, or front-desk experienceComfort with Google Workspace (Gmail, Sheets, Drive)California residence and ability to come to our Pasadena office when neededAlignment with our mission and valuesBonus pointsExperience in mental health, medical, or other healthcare settingsExperience serving culturally diverse clientsFamiliarity with Sessions Health (or another EHR), Notion, Gusto, and insurance basicsExperience coordinating an office move or vendor setupSpanish language skillsA degree or equivalent experience in psychology, social work, public health, communications, or a related fieldThis role may not be the right fit if you...Want a job you can clock in and out of without much thought.Need full-time hours or employer-sponsored health insurance.Would rather build your own system than learn ours and improve it with us.Prefer improvising over following a process that exists for good reasons.Need every day to look the same. Some weeks are inbox work from home; some weeks you're assembling desks.Are looking for a short-term stepping stone to clinical work. We'd love to support your career, and we need someone ready to invest in this role. What we offer$24 to $25 per hour, based on experience, with every hour recorded and paid (overtime per California law)Flexible, mostly remote schedule within a weekday window we agree on together40 hours of paid sick leave each yearPaid onboarding and trainingUnpaid vacation and personal time, approved in advanceCalSavers retirement savings through payroll deductionSemi-monthly pay, typically on the 5th and 20thA small, warm team where your judgment truly mattersPlease note: this role does not include health, dental, or vision insurance. Expect some extra hours in your first month while we settle into the new office. Ready to apply?Complete our short application. It includes a brief writing prompt, and that's the part we read most closely, so let your voice come through.We're reviewing applications through mid-October, with a start date in early November. Questions? Email support@thriveandfeelpsychology.com.Thrive & Feel Psychology is an equal opportunity employer committed to building a team with varied identities, backgrounds, perspectives, and lived experiences. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, disability, medical condition, age, national origin, or any other characteristic protected by federal, state, or local law. Reasonable accommodations are available throughout the hiring process; just let us know what you need at support@thriveandfeelpsychology.com. We will consider qualified applicants with arrest and conviction records in a manner consistent with the California Fair Chance Act and the Los Angeles County Fair Chance Ordinance for Employers. Criminal history may have a direct, adverse, and negative bearing on the following material job duties, which could result in the withdrawal of a conditional offer of employment: accessing and safeguarding confidential client health information; handling client payment information, and insurance information; and supporting emotionally vulnerable clients during first contact and scheduling.