Job Title: Office Manager

Location: Weaverville - opportunity for some remote work

Employment Type: 30-40 hours a week

Hourly Range:  

About Us:

Whole Family Therapy is a thriving mental health and occupational therapy group practice dedicated to providing compassionate and compassionate care to children, individuals, couples, and families. We believe in fostering a supportive environment for our clients and team members alike.

Job Summary:

We are seeking an empathetic, organized, and detail-oriented Office Manager to oversee the daily operations of our mental health practice. This key team member will ensure the smooth functioning of our office, allowing our clinicians to focus on providing the highest level of care to our clients. The ideal candidate will bring strong organizational skills, excellent communication abilities, and a passion for supporting mental health services.

Key Responsibilities:

• Manage day-to-day office operations, including scheduling, client intake processes, and administrative workflows.
• Act as the primary point of contact for clients, addressing inquiries with professionalism, empathy, and confidentiality.
• Oversee appointment scheduling and ensure the seamless coordination of clinician calendars.
• Supervise and support administrative staff, ensuring tasks are completed accurately and efficiently.
• Manage office supplies, vendor relationships, and equipment maintenance.
• Monitor and maintain compliance with privacy laws (e.g., HIPAA) and other regulatory requirements.
• Support practice growth initiatives, including marketing and community outreach.
• Plan and organize team meetings, events, and training sessions to foster a positive work environment.

Qualifications:

• Previous experience as an Office Manager, Administrative Manager, or similar role in a healthcare or mental health setting.
• Strong understanding of mental health terminology and HIPAA regulations.
• Excellent organizational and multitasking skills with attention to detail.
• Proficiency in using practice management software, EHR systems, and standard office tools (Microsoft Office, Google Workspace, etc.).
• Exceptional communication and interpersonal skills, with the ability to maintain confidentiality and build rapport with clients and staff.
• Ability to work independently, make decisions, and handle sensitive situations with care and professionalism.
• Bachelor’s degree in healthcare administration, business, or a related field is preferred but not required.

What We Offer:

• A warm and inclusive workplace dedicated to making a positive impact in the community.
• Opportunities for professional growth and development.
• Flexible Schedule - Opportunities for hybrid remote schedule
• A collaborative team of mental health professionals committed to supporting one another.