Operations Coordinator / Executive Assistant (Part-Time) - $20-35+/hr

We are a growing, community-oriented psychological services organization in Santa Fe

Position Type: Part-Time (approximately 10 hours/week to start) with flexible scheduling.

This position is expected to grow over time, and may evolve into a larger part-time or potentially full-time role with benefits, including operational leadership opportunities for an exceptional candidate.

Compensation: $2035/hour depending on experience, demonstrated skills, initiative, and educational background. Clinical outreach opportunities may become available providing social support that can also eventually increase hourly pay to up to $40/hr.

Associate's degree required. Bachelor's or Master's degree in psychology, counseling, healthcare administration, social work, business administration, education, or related fields preferred.

About Us:
We are a growing community mental health organization dedicated to providing high-quality, psychological services throughout New Mexico and towards training the next generation of gifted and skilled therapists and psychological healers. We strive to make meaningful psychological care accessible while maintaining a collaborative, thoughtful, and supportive workplace culture.

We are seeking an organized, proactive, and highly dependable Practice Operations Coordinator / Executive Assistant to help support daily operations, coordinate office logistics, assist clinical staff, and provide executive, administrative, and personal support to the organization's Executive Director.

This position is ideal for someone who enjoys solving problems, supporting community, creating systems, building relationships, making a positive impact locally, and helping organizations function.

About the Role:
While administrative tasks are certainly part of the role, this is not a traditional administrative assistant position. We are primarily seeking someone who enjoys creatively solving complex needs as they arise, and helping busy professionals and organizations operate effectively.

The ideal candidate notices problems before they become crises, communicates effectively , takes ownership of projects, follows through consistently, and enjoys helping create order and structure from inevitable complexities of working in community mental health care.

We are less interested in finding someone who has performed every aspect of this role before and more interested in finding someone who is organized, dependable, willing to learn, intellectually curious, emotionally mature, and capable of taking responsibility for solving problems.

Many technical aspects of the position can be learned - reliability, initiative, sound judgment, and follow-through are all far more important qualities were looking for.

Primary Responsibilities -

Practice Operations:
-Monitor and support day-to-day practice operations
-Identify workflow bottlenecks and operational challenges
-Help develop systems and processes that improve efficiency
-Track projects and ensure follow-through
-Coordinate administrative initiatives and special projects

EHR & Administrative Systems:
-Assist with management of SimplePractice workflows
-Monitor scheduling, referral, and intake processes
-Troubleshoot operational and administrative issues
-Generate reports and assist with organizational tracking
-Help identify and solve recurring workflow problems

Staff Support & Communication:
-Maintain positive relationships with clinicians and staff
-Assist with onboarding and administrative coordination
-Support scheduling and internal communications
-Help foster a collaborative and professional workplace culture

Facilities & Office Coordination:
-Coordinate office maintenance and repair needs
-Work with vendors, contractors, and service providers
-Maintain office organization and supplies
-Help ensure a professional and welcoming office environment

Provide Logistical Support to Executive Director:
-Calendar management and scheduling
-Email and communication support
-Project management and follow-up
-Research and information gathering
-Administrative support for organizational development projects
-Additional support to Executive, such as personal assistantship when needed

The successful candidate will help create operational stability by managing details, coordinating logistics, and reducing administrative burden so leadership can remain focused on clinical care, organizational development, and strategic priorities.

This may include coordinating appointments, facility management including cleaning and organization, projects, repairs, service providers, transportation logistics, and other organizational tasks that help support the Executive Director's effectiveness, as he also lives with some chronic illness challenges.

Required Qualifications:
-Associate's degree or higher
-Excellent organizational and time-management skills
-Strong written and verbal communication abilities
-Ability to manage multiple projects simultaneously
-Strong problem-solving skills
-Comfort learning new technology and software systems
-High level of professionalism, discretion, and reliability
-Ability to work independently with minimal supervision, yet able to ask for support when needed

Preferred Qualifications:
-Experience in healthcare, mental health, nonprofit, education, social services, or related helping-profession environments
-Experience with SimplePractice, TherapyNotes, or other electronic health record systems
-Experience engaging with insurance companies and complexities of billing insurance
-Project management experience
-Administrative or operations experience
-Leadership or supervisory experience
-Interest in psychology, mental health, healthcare, education, or community service
-Effectiveness in organizational and office management skills

Our ideal candidate is someone who:
-Notices problems before they become crises
-Enjoys turning chaos into order and frustration into action
-Takes ownership of responsibilities
-Communicates clearly and professionally
-Follows through consistently
-Is warm, collaborative, and relationship-oriented
-Exercises good judgment and discretion
-Is comfortable working closely with leadership
-Enjoys helping people and organizations succeed
-Because this position involves close collaboration with the Executive Director, we place a particularly high value on trustworthiness, communication skills, responsiveness, emotional maturity, positive working attitude, and sound judgment.

To Apply - Please submit:
-Resume
-Brief cover letter describing your interest in the position
-Three professional references

Applications will be reviewed on a rolling basis.