Office Manager/Intake Coordinator

Job Description

Job Description

About Us:

The Center for Psychological and Educational Assessment (CPEA) is a pediatric psychology practice with locations in Atlanta, Marietta, and Cumming, Georgia. We offer psychoeducational and neuropsychological evaluations, as well as therapy, for children, teens, and young adults. Our team of pediatric psychologists provides thorough, compassionate care that helps families understand and support their children.

Position Overview:

We are seeking an organized, proactive, and empathetic Office Manager and Intake Coordinator to join our team. You will serve as one of the first points of contact for our clients and their families, helping create a welcoming environment from the moment they reach out. This is a high-impact leadership role that combines day-to-day office operations with close partnership with our clinicians to shape the client experience and support the growth of the practice.

While you will support all three centers, the Marietta location is the primary site for in-office work.

Our office culture is collegial, supportive, and client-centered. We work closely as a team, celebrate each other's successes, and enjoy coming to work each day. If you thrive in a warm, close-knit environment where your contributions are noticed and valued, you will feel right at home here.

Key Responsibilities:

Front Office and Client Experience:

• Provide a warm, professional welcome to all visitors and make sure they feel informed and supported.
• Coordinate the intake process from first contact through scheduling, gathering the information needed to match each family with the right service.
• Answer phone calls and respond to questions from prospective clients about our evaluation options, and help families determine which type of evaluation best fits their child's needs.
• Manage client scheduling by phone and email, including cancellations, rescheduling, and no-shows.
• Review practice policies and procedures with families to make sure they understand and follow them.
• Send appointment and paperwork reminders so families arrive on time and prepared.
• Our office does not file insurance, so dealing with insurance billing will not be required, other than providing superbills to clients.

Operations and Leadership:

• Serve as the main point of contact for vendors and manage day-to-day office operations at the Marietta location.
• Oversee and order supplies across all three locations, including office supplies and test materials.
• Manage scheduling and communication workflows with families and clients across the practice.
• Lead by example in daily decision making and office conduct.
• Identify ways to improve scheduling and front office operations, and propose new policies or procedures as needed.
• Manage clinicians' calendars to help keep schedules full and well-organized.

HR and Team Support:

• Manage the administrative team and make sure tasks are completed on time with minimal supervision.
• Serve as a resource for staff, addressing concerns and directing team members to the right support.
• Support teamwork and office morale.
• Maintain and update procedural manuals for office and HR policies.
• Support hiring and onboarding as needed.

Records and Compliance:

• Help maintain professional records, including HIPAA compliance, client scheduling, and documentation.
• Understand and maintain appropriate boundaries and HIPAA privacy standards at all times.
• Keep thorough documentation of contracts with outside agencies and vendors.
• Keep patient information accurate and up-to-date.

What We Need From You:

Technology and Systems (top priority for this role):

• Hands-on experience with EHR and practice management systems, such as TheraNest or similar platforms.
• Comfort learning new software quickly and troubleshooting common technical issues.
• Experience with general computer and database tools, including Google Docs and Google Sheets.
• Familiarity with website updates (Wix), social media management, or AI tools for organizing information is a strong plus.

Process Improvement:

• Ability to critically look at current processes and streamline them for efficiency.
• A track record of finding practical ways to save time and reduce manual work.

Experience and Education:

• At least five years of experience in mental health, pediatric therapy, or medical office management. Experience with special needs children and families is a strong plus.
• A bachelor's degree in psychology, business, or a related field is preferred but not required. Candidates with a high school diploma or equivalent and solid, relevant experience in office administration and staff supervision in a healthcare setting will also be considered.

Interpersonal and Organizational Skills:

• Able to learn our evaluation services well enough to explain them clearly to families and help guide them toward the right option.
• Comfortable and at ease around children and young adults with a range of special needs and behavioral presentations, responding with warmth and compassion.
• Strong oral and written communication skills, with the ability to multitask in a fast-paced setting.
• Strong organizational skills and close attention to detail.
• Able to work independently and take initiative with limited direct supervision.

Schedule and Location:

This is a full-time position, 30 to 40 hours per week. Mornings from 9 AM to 1 PM are in-office, with the rest of the day flexible for in-person or virtual work. This role is based primarily at our Marietta location and supports operations across all three CPEA offices in Atlanta, Marietta, and Cumming.

Compensation and Benefits:

Pay is based on experience. We offer a competitive salary along with negotiable benefits, including medical coverage, a flexible spending account, and a 401(k). Our team also enjoys social events and community outreach opportunities in a positive, supportive work environment.

Opportunities for Growth:

As CPEA continues to grow, we are looking for someone who can grow with us. This role offers the chance to step into a leadership position and help shape the future of the practice while advancing your own career.

Our Core Values:

Our practice is built on teamwork, passion, integrity, excellence, and accountability. We are committed to providing exceptional care while fostering a workplace that reflects these values every day.

To Apply:

Please send an updated resume and letter of interest along with the names and contact information for at least three professional references from supervisors within the last five years.