Practice Operations Coordinator

Job Description

Job Description

Pathways Developmental Therapy is a busy pediatric speech and language practice in Santa Monica. We are looking for a highly organized, proactive, and warm Practice Operations Coordinator to help manage the day-to-day operations of our practice.

This is not a traditional front desk position. We are looking for someone who enjoys taking ownership, following projects from beginning to end, communicating with families and schools, and making sure the details behind a busy pediatric practice are handled well.

The right person is someone who notices what needs to be done, follows through without needing constant reminders, and genuinely enjoys creating order and keeping things moving.

Responsibilities include:

• Managing day-to-day scheduling, including filling openings, coordinating make-up sessions, rescheduling appointments, and communicating schedule changes with families and therapists 
• Communicating regularly with parents, therapists, teachers, schools, and community partners 
• Following up on emails, paperwork, forms, and outstanding tasks 
• Coordinating school speech and language screenings from start to finish, including rosters, consent forms, schedules, materials, communication, and follow-up 
• Preparing materials and logistics for parent presentations, school events, screenings, and community outreach 
• Supporting office organization, supplies, therapy materials, and general office needs 
• Helping manage ongoing projects and keeping deadlines and next steps organized 
• Supporting Pathways marketing efforts, including newsletters, social media, Canva materials, website updates, Google reviews, and school/community outreach 
• Maintaining spreadsheets, contact lists, trackers, and organizational systems 
• Helping make sure projects don't fall through the cracks 

We are looking for someone who is:

• Exceptionally organized and detail-oriented 
• Proactive and comfortable taking ownership of responsibilities 
• Warm, polished, and professional when communicating with families and schools 
• An excellent written communicator 
• Comfortable making routine decisions independently 
• Able to manage multiple projects and deadlines at once 
• Comfortable with Google Workspace and learning new technology 
• Familiar with Canva, social media, email marketing, or website platforms, or willing and able to learn 
• Reliable and consistent with strong follow-through 
• Comfortable working both independently and collaboratively with a small team 

Experience in a pediatric practice, private practice, school, medical office, education setting, or similar environment is a plus, but the right personality, organizational skills, and ability to take initiative are most important.

This is a part-time position of approximately 20 hours per week , with a combination of scheduled in-office hours at our Santa Monica office and flexible administrative/project hours.

To Apply:
Please apply through CareerPlug and email your resume directly to View email address on us.fitly.work. Serious applicants must complete both steps to be considered.

In your email, please briefly tell us why this position interests you and why you think you would be a good fit for a small, busy pediatric practice.