Operations Specialist

Job Description

Job Description

Salary: $25-35

Operations Specialist / Practice Administrator

Eastside Counseling Center | Bellevue & Kirkland, WA

Pay: $25.00-$35.00 per hour DOE
Employment Type: Full-Time
Schedule: MondayFriday

Location: Bellevue, WA (Front Desk)

About Us

Eastside Counseling Center is a growing group mental health practice dedicated to providing exceptional care while fostering a supportive, collaborative environment for both clients and clinicians. We believe strong systems, clear communication, and a positive team culture are essential to delivering outstanding clinician and client experiences.

We are seeking a highly organized, detail-oriented Practice Administrator to serve as the operational hub of our practice.

This role is ideal for someone who enjoys bringing order to complexity, supporting people, improving systems, and ensuring that many moving parts come together seamlessly.

This position offers a growth path into a Practice Operations Manager role for the right candidate.

Key Responsibilities

HR & Onboarding

• Assist with recruiting efforts, including posting positions, screening candidates, and managing applicant tracking systems.
• Schedule interviews and conduct initial candidate screening calls.
• Coordinate background checks and onboarding activities through BambooHR.
• Prepare and distribute onboarding paperwork and training materials.
• Set up employee accounts and access for systems including Google Workspace, Slack, SimplePractice, PsychologyToday, and other platforms.
• Add new hires to directories, distribution lists, and internal systems.
• Coordinate new hire orientation and onboarding schedules.
• Maintain employee records and support HRIS administration.
• Coordinate professional photos and website profile updates for new hires.

Staff Support & Team Coordination

• Serve as a primary point of contact for staff questions and operational support.
• Coordinate, train, and provide day-to-day oversight and support to the Front Desk Receptionist and Intake Specialist.
• Monitor performance, identify areas for improvement, and communicate recommendations to leadership.
• Help maintain a positive, professional, and collaborative workplace culture.
• Assist leadership with team communications, staff events, and employee engagement initiatives.
• Create and distribute the monthly staff newsletter, including organizational updates, team highlights, reminders, and announcements.
• Develop the monthly team meeting presentation deck, gathering updates, metrics, and information from leadership to support effective team communication.
• Maintain fully stocked, welcoming, and professional Bellevue and Kirkland office environments by monitoring and replenishing office supplies, tea, coffee, and snacks. Ensure all common areas, kitchens, and client-facing spaces remain clean, organized, and presentation-ready to support a positive experience for clients, staff, and visitors.

Intake Operations

• Support oversight of intake workflows and scheduling processes.
• Maintain frequent communication with intake staff to answer questions and troubleshoot challenges.
• Help ensure consistency and quality throughout the intake experience.
• Serve as a liaison between intake staff, clinical supervisors, and leadership.
• Assist with clinician scheduling and waitlist management in SimplePractice.
• Handle escalated administrative client concerns with professionalism and discretion.

Systems & Process Management

• Maintain and organize digital filing systems across Google Drive, BambooHR, Notion, and other platforms.
• Monitor deadlines and follow up on outstanding compliance tasks, documentation, and forms.
• Create and maintain checklists, workflows, training materials, and standard operating procedures.
• Identify opportunities to improve systems, communication, and operational efficiency.
• Serve as a point of contact for software vendors and technical support.
• Assist with website updates, provider profiles, and other administrative marketing support.
• Create and distribute a monthly client newsletter, coordinating content, formatting, scheduling, and distribution.
• Coordinate routine client communications, announcements, and practice updates as directed by leadership.

Process Improvement & Systems Development

• Create, document, and maintain operational workflows and standard operating procedures.
• Ensure systems and processes are consistently followed across the practice.
• Identify operational bottlenecks and recommend improvements.
• Assist leadership in implementing new systems, procedures, and organizational initiatives.

Organization & Reporting

• Track operational metrics related to clinician scheduling, client conversions, cancellations, waitlists, and intake performance.
• Prepare regular reports and dashboards for leadership review.
• Identify trends, inefficiencies, and opportunities for operational improvement.
• Assist leadership in preparing clinician performance reviews by gathering productivity metrics, documentation compliance data, attendance records, and other performance indicators.
• Help monitor intake, scheduling, and operational performance indicators.
• Assist with operational audits and quality assurance initiatives.
• Maintain multiple ongoing projects simultaneously while ensuring deadlines, follow-up items, and operational priorities are completed accurately and on time.
• Serve as the organizational hub for practice-wide initiatives and operational projects.
• Maintain accurate records, reports, and tracking systems.
• Ensure tasks, projects, and follow-up items are completed in a timely and organized manner.

Multi-Site Operations

• Support operational readiness across Bellevue and Kirkland office locations.
• Coordinate office access, keys, and vendor relationships.
• Assist with facility-related needs and office organization.
• Support cross-site communication and operational consistency.

Qualifications

• 35 years of experience in operations, office administration, healthcare administration, HR, Project Management, or a related field.
• Mental health, healthcare, or professional services experience preferred.
• Exceptional organizational skills and strong attention to detail.
• Ability to manage multiple priorities and follow through on complex tasks.
• Strong written and verbal communication skills.
• Professional, compassionate, and service-oriented approach with staff and clients.
• Proficiency with Google Workspace and Slack.
• Experience with BambooHR, SimplePractice, Notion, or similar systems preferred.
• Ability to learn new systems and technologies quickly.
• Strong problem-solving skills and proactive mindset.
• Commitment to confidentiality and HIPAA compliance.
• Enjoys creating structure, improving processes, and keeping teams organized.
  

Why Join Us?

At Eastside Counseling Center, you'll play a vital role in supporting both our team and the clients we serve. You'll help create systems that allow clinicians to focus on what they do best while ensuring the practice operates smoothly and efficiently. This is an excellent opportunity for someone who enjoys wearing many hats, thrives in a fast-paced environment, and wants to grow into a larger operations leadership role over time.