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Mental Health Associate Office Manager
Overview
Part-Time Position with Full-Time Growth Opportunity
Position Overview
The Associate Office Manager is a part-time independent contractor position (1099) that will work alongside our current Office Manager to ensure that the client experience aligns with Family & Child Therapy’s mission and values, while managing administrative operations and supporting our clinical team. This is a growth-oriented role with comprehensive training provided by our Office Manager, and the opportunity to assume increasing responsibilities as the practice expands. This position begins as part-time with the potential to transition to full-time as practice needs evolve. This is a fully remote position.
About Family & Child Therapy
We believe in creating the best atmosphere for our clients and employees and are committed to promoting social justice and equality for all members of the community. We are a fun, dynamic, and collaborative team who values working together to improve the health and wellness of our communities.
Reports To
Office Manager and Amanda Van Emburgh, Owner and Licensed Psychologist. Occasionally completes projects for Clinical Director.
Training and Growth Path
This position offers a structured path for professional development:
-First 30-60 days: Comprehensive training with Office Manager on all systems, processes, and FCT procedures
-Months 2-6: Gradually assume independent responsibility for key functions while Office Manager remains available for support
-Long-term: Opportunity to take on expanded leadership role and increased hours as practice grows and needs evolve
-This role is ideal for someone who wants to grow with an organization and eventually step into greater responsibility
Hours and Availability Requirements
Core Requirements:
-15 hours per week initially, with flexibility to increase to 20-30 hours as practice needs grow
– Must be available Monday through Friday during business hours (9 AM – 5 PM) to respond to time-sensitive matters
– Required to check email and communication platforms at least three times daily (morning, midday, and afternoon)
– Must respond to urgent matters within 1-2 hours during business hours
Task Categories:
– Urgent tasks requiring same-day attention: client charge reversals, payroll issues, system outages, insurance verification problems, new clinician onboarding support
– Scheduled tasks with flexible timing: monthly budget updates, quarterly KPI reports, system maintenance, documentation organization
– Proactive projects: process improvement initiatives, guidebook creation, workflow optimization
This is not a strictly “on-call” position—it requires consistent, reliable availability during standard business hours with structured check-ins throughout the day to ensure smooth operations.
Duties and Responsibilities
You will be trained on and eventually manage the following areas:
Payroll and Financial Management:
– Process bimonthly payroll using Gusto.com
– Add SIMPLE IRA and other benefit contributions to clinician accounts bimonthly
– Manage and update monthly budget using Profit First model
– Research tax payments and prepare financial reports as needed
Electronic Health Record (EHR) Management:
– Troubleshoot TheraNest/Ensora system issues as they arise
– Address billing and insurance questions from clinicians and clients
– Manage scheduling issues and conflicts
– Correct and add forms as needed
– Add or remove employee and intern profiles
Reporting and Analytics:
– Run and prepare quarterly KPI reports for clinician meetings (automated by Clinical Director but requires monthly review)
Clinician Support and Onboarding:
– Coordinate onboarding for new clinicians and contractors
– Send Business Associate Agreements (BAAs) and employee agreements
– Ensure new team members understand expectations and office procedures
Systems and Documentation:
– Organize and maintain Google Workspace, including Drive
– Manage company tax documentation and employee forms
– Create and maintain templates and guidebooks for all systems and procedures
Process Improvement:
– Proactively identify areas where FCT needs administrative improvement
– Develop and implement improvement measures for client experience
– Maintain high attention to detail while prioritizing various projects independently
Required Qualifications and Skills
Technical Skills:
– Proficiency with or willingness to quickly learn: TheraNest/Ensora (EHR), Google Workspace, Gusto (payroll), iPlum, Microsoft Excel, Wix, QuickBooks
– Comfortable with technology and able to troubleshoot basic technical issues
Professional Competencies:
– Exceptional organizational skills and meticulous attention to detail
– Proven ability to manage time effectively and demonstrate consistent responsiveness
– Strong written and verbal communication skills
– Ability to work proactively and independently without micromanagement
– Eagerness to learn new systems and take on increasing responsibility over time
– Capacity to prioritize competing demands and make sound independent decisions
– Reliable internet connection and appropriate workspace for consistent availability
Cultural Fit:
– Alignment with FCT’s mission, vision, and values
– Understanding of and commitment to excellent client experience
– Collaborative mindset and passion for helping team members grow and succeed
– Professional demeanor and ability to maintain confidentiality
Compensation and Growth Opportunity
– Starting rate: $20.00 per hour
– Independent contractor position (1099)
– Initial commitment: 15 hours per week
– Growth opportunity: Potential to transition to 20-30+ hours per week as practice expands
– Performance reviews conducted at 90 days and annually, with opportunity for rate adjustments based on increased responsibilities
Work Location
-Fully remote/virtual from employee’s site
– Employee is responsible for providing a private, confidential, and safe work space, with a professional background
– Employee is responsible for maintaining a fully operational and secure computer that can effectively operate necessary internet-reliant software (required software is provided)
Why Join Family & Child Therapy?
– Be part of a mission-driven practice committed to mental health and social justice
– Work with a supportive, collaborative team that values your contributions
– Receive comprehensive training and mentorship from experienced Office Manager
– Clear path for professional growth and increased responsibility
– Flexible work environment with remote capabilities
– Make a meaningful impact on client experience and practice operations
How to Apply
Interested candidates should submit their resume and a brief email cover letter explaining their interest in the position and their relevant experience. Please include examples of how you’ve demonstrated strong organizational skills, consistent availability, and eagerness to learn and grow in previous roles.
Family & Child Therapy, LLC is an equal opportunity employer committed to diversity and inclusion.
Note: This job description is intended to give you an overview of FCT as well as your responsibilities as a FCT team member. This description is not all inclusive.