Part-Time Practice Coordinator

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Felicity Counseling Services is seeking a dependable, organized, and compassionate 

Part-Time Practice Coordinator to provide administrative support for our growing trauma-informed counseling practice.

This role is more than traditional administrative support. We are looking for someone who understands that every client interaction is an opportunity to create safety, respect, and connection.

At Felicity, the client experience begins before a client ever enters a therapy session. The Practice Coordinator helps ensure that prospective and current clients receive timely, Pprofessional, compassionate, and trauma-informed administrative support.

Position: Part-Time Practice Coordinator
Hours: Up to 15 hours per month
Schedule: Flexible, with regular availability during designated administrative hours
Location: Remote
Compensation: $25–$27 per hour, based on experience and qualifications
Reports to: Practice Owner/Clinical Director

This position is designed to begin as a part-time administrative support role, with the potential for additional hours as the needs of the practice grow.

 At Felicity, trauma-informed care extends beyond the therapy room. Our administrative team plays an important role in creating a welcoming, respectful, and emotionally safe experience for clients from their first contact with our practice.

Clients may reach out when they are overwhelmed, anxious, uncertain, or navigating difficult circumstances. The Practice Coordinator should be able to respond with patience, warmth, respect, and appropriate boundaries without making assumptions about a client's experience.

You do not need to be a therapist to work at Felicity, but you do need to understand and demonstrate trauma-informed communication and practice.

 The Practice Coordinator will provide administrative support in several key areas, including:

• Respond to routine client and prospective client calls, messages, and administrative inquiries
• Assist with scheduling and rescheduling appointments
• Follow up with prospective clients and referrals as needed
• Communicate professionally, compassionately, and in a trauma-informed manner with clients
• Recognize when a client may need additional support and appropriately route clinical questions, concerns, or urgent matters to the appropriate clinician
• Maintain appropriate professional and therapeutic boundaries in all client interactions

• Maintain accurate client and practice information in our electronic systems
• Assist with SimplePractice and CRM-related administrative tasks
• Track inquiries, referrals, paperwork, and other administrative follow-up
• Help keep administrative systems organized and up to date
• Assist with routine practice projects and administrative tasks
• Identify opportunities to improve administrative processes and client experience

• Provide administrative support to clinicians as appropriate
• Help identify administrative tasks that need follow-up
• Communicate important administrative updates to the practice owner and team
• Support the continued development of efficient practice systems

 The ideal candidate is:

• Trauma-informed in their communication, interactions, and approach to client care
• Warm, respectful, patient, and compassionate
• Highly organized and dependable
• Comfortable working independently
• Professional and responsive in written and verbal communication
• Detail-oriented and able to follow through on tasks
• Comfortable learning and using technology
• Able to maintain strict confidentiality and follow HIPAA requirements
• Able to recognize when an issue should be escalated to a clinician or practice owner
• Comfortable working in a behavioral health environment
• Able to maintain appropriate boundaries while remaining compassionate and responsive
• Committed to creating a welcoming and respectful experience for every client

Experience in healthcare, behavioral health, counseling practice administration, customer service, or office administration is helpful, but not required. We are more interested in your ability to communicate effectively, stay organized, follow through, and embody a trauma-informed approach.

• Flexible, remote work
• A small, collaborative practice environment
• Meaningful work supporting access to quality mental health services
• Opportunity to work within a trauma-informed and values-driven organization
• Clear expectations and defined responsibilities
• Opportunity for additional hours as practice needs develop
• Opportunities for professional growth within Felicity Counseling Services

 Felicity Counseling Services welcomes applications from both current team members and external candidates.

Current Felicity team members who are interested in expanding their responsibilities or adding administrative hours are encouraged to apply. Administrative responsibilities would be considered separately from clinical responsibilities and scheduled based on practice needs.

  Please submit a brief resume or summary of relevant experience along with a short statement describing:

1. Why you are interested in the Practice Coordinator position
2. Your relevant administrative, customer service, healthcare, or organizational experience
3. Your general availability
4. What trauma-informed practice means to you and how you would demonstrate it when communicating with a client

Felicity Counseling Services is committed to creating a professional, supportive, trauma-informed, and client-centered environment for both our clients and our team.