Operations & Office Manager for a Mental Health Clinic

Benefits Company parties Opportunity for advancement Training & development 401(k) 401(k) matching Free food & snacks At Ellie Mental Health in Framingham, we believe a well-run clinic is just as important as compassionate care. We’re looking for a detail-obsessed, people-friendly multitasker to keep our daily operations flowing, our referrals moving, and our clinic organized and welcoming. If you’re the kind of person who finds joy in turning chaos into checklists, loves making systems run like clockwork, and can juggle a ringing phone while keeping a smile in your voice, we want to meet you! We are looking for someone who wants to be part of a fast-paced growing business that is providing access to mental health services to the MetroWest communities. Key Responsibilities Clinic Operations Management This is an onsite part-time role (25-30 hrs./wk.) growing into full-time position over time as we continue to grow the practice. Oversee day-to-day operations to ensure efficient and client-focused service delivery. Maintain compliance with local, state, and federal regulations, including HIPAA. Monitor facility needs and coordinate maintenance, supplies, and technology support. Implement and improve operational systems, processes, and best practices. Staff Coordination & Hiring Work collaboratively with leadership and HR to coordinate the onboarding of new staff. Assist with recruitment logistics including scheduling interviews and processing new hire paperwork. Maintain up-to-date personnel records and track required credentials or licenses. Client Scheduling & Intake Coordination Manage and oversee the necessary information for new clients as well as scheduling, ensuring timely appointments, and efficient clinician caseloads. Serve as a liaison between administrative staff, clinicians, and clients to resolve scheduling issues, billing questions, and maintain client satisfaction. Ensure new clients are onboarded smoothly with proper documentation and assigned clinicians. Training & Orientation Support Clinic Leadership with our orientation program for new hires to ensure understanding of clinic policies and procedures. Schedule ongoing training sessions, including compliance training, EHR (Valant) use, and customer service. Track staff participation in required trainings and certifications. Administrative Leadership Oversee reception while providing overall guidance and support to all employees. Prepare and analyze operational reports, including productivity and scheduling metrics. Collaborate with leadership on strategic initiatives to enhance clinic performance and patient satisfaction. Qualifications Bachelor’s degree in Healthcare Administration, Business, Psychology, or related field (Master’s preferred). 3+ years of experience in a healthcare or mental health clinic operations role. Strong understanding of outpatient clinical workflows and HIPAA compliance. Excellent communication, organizational, and leadership skills. Proficiency in EHR systems and Microsoft Office Suite. Ability to work both independently and collaboratively in a fast-paced environment. Preferred Qualifications Experience in behavioral or mental health settings. Bilingual (Spanish/Portuguese) is a plus. Familiarity with scheduling software and electronic health record systems. Compensation: $25.00 - $30.00 per hour Seeking creative & collaborative humans with a passion for changing mental health care in fun and meaningful ways. Don’t meet EVERY requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. Ellie Mental Health is devoted to purposefully building an inclusive and diverse workplace where all of our humans can be their authentic selves! (Authenticity is one of our core values, after all…) If you’re excited about the chance to be a change-maker with us, but your past experience doesn’t perfectly align with every single qualification of the job description, we encourage you to apply anyways. Our mental health jobs need dedicated individuals from every background who are willing to care for others. And who knows, you might just be the perfect candidate for another role! Employee Experience We take care of our people. It’s that simple. From investing in their financial future, to providing wages that shatter the ceiling in our industry to reasonable caseload expectations we ensure that our people are happy. Happy employees do better work and provide better client care! No matter what it is that you do in your mental health career at Ellie, our clients depend on us cultivating an environment where our employees can thrive so that they can thrive too! Y’all, jobs in mental health are tough jobs with a high risk of emotional fatigue and burnout. At Ellie, we use all of our core values of humor, creativity, authenticity, acceptance, determination, and compassion not just out in our communities, but we turn them inwards too! Our employees have clear growth paths for advancing their careers. Company Structure Ellie is a socially responsible for-profit business, which allows us to be flexible and responsive to our community’s needs. Many mental health and wellness-focused companies are non-profits or government agencies, which rely on the general public, grants, or large donors for funding. This model often results in little creativity and lower compensation for employees, promoting a work culture that just makes people feel “blah.” Feeling blah doesn’t help employees stay motivated, engaged, or even in their jobs for a very long time! So we created a new model: one that puts flexibility, innovative decision-making, creativity, and our people first, while remaining a socially conscious and responsible for-profit business focused on changing how we treat mental health. In short, we’re just people helping people. Wanna join the herd? #J-18808-Ljbffr Ellie Mental Health