Office Manager

Office Manager- Executive Office Coordinator

Joy Christian Counseling

Tulsa, Oklahoma

Compensation: $17–$20/hour

Schedule: Approximately 30–40 hours/week

Monday–Thursday (7-hour shifts) + flexible Friday hours as needed

Position Overview

Joy Christian Counseling is seeking a highly organized, self-motivated, and dependable Office Manager / Executive Office Coordinator to serve as a key leader within our growing practice. This role is ideal for someone who thrives in both structure and people-centered work. We are looking for someone who can become the “left hand” of the practice owner, helping lead operations, support clinicians, strengthen systems, and create an exceptional experience for clients.

This person will serve as the heartbeat of the office by balancing administrative excellence, leadership, billing oversight, communication, scheduling, and growth support. The ideal candidate is proactive, emotionally intelligent, detail-oriented, and passionate about helping a Christ-centered organization flourish.

Our culture is encouraging, collaborative, purpose-driven, and rooted in compassion and integrity.

What You’ll Do

Office Leadership & Administration

Oversee daily office operations and maintain organized systems and workflows

Coordinate office procedures, supplies, vendor relationships, and safety protocols

Develop and improve administrative systems that increase efficiency and organization

Maintain HIPAA compliance and confidentiality standards

Support onboarding processes for clinicians, interns, and new staff

Anticipate needs and provide high-level support to leadership

Client Experience & Front Desk Coordination

Serve as the first point of contact for clients with warmth and professionalism

Manage calls, emails, scheduling, and client communication

Assist new clients with intake preparation and onboarding

Respond to scheduling, billing, and general office inquiries with clarity and care

Help create a welcoming and peaceful office environment

Billing & Insurance Coordination

Verify insurance benefits and communicate coverage information to clients

Collect and maintain accurate billing and payment information

Process client payments and manage records within EHR

Monitor outstanding balances and communicate payment reminders professionally

Collaborate with billing specialists as needed

Clinician & Team Support

Maintain clinician calendars and assist with schedule management

Support payroll tracking and administrative reporting

Coordinate reminders, meetings, and internal communication

Celebrate staff milestones and help foster a positive team culture

Marketing & Community Outreach

Assist with social media coordination, outreach emails, and marketing materials

Support promotion of Flourish events and Mind Spa programs

Help strengthen referral relationships and community partnerships

Track referral sources and assist with growth initiatives

Special Program Coordination

Monthly invitations and communication

Zoom coordination and attendance tracking

Supply preparation and event organization

Maintaining organized GroupMe and Google Drive communication systems

Qualifications

Strong leadership, administrative, and organizational skills

Excellent communication and interpersonal abilities

Self-starter who takes initiative and follows through

Ability to multitask and manage priorities effectively

Experience with medical billing, insurance verification, or healthcare administration preferred

Comfortable learning and using office technology systems

Marketing, outreach, or social media experience is a plus

Positive attitude with flexibility and professionalism

Alignment with the mission and values of Joy Christian Counseling

Preferred Tools & Software Experience

Google Workspace (Docs, Sheets, Drive)

Therapy Appointment EMR

Canva

Mailchimp

Green Envelope (preferred but not required)

Who You Are

Notices what needs to be done before being asked

Loves creating order from chaos

Enjoys helping people feel seen, supported, and cared for

Can balance compassion with professionalism

Values teamwork, integrity, and purpose-driven work

Wants to help a growing counseling practice thrive behind the scenes

This role has strong opportunity for growth as the practice continues to expand.

To Apply

Your resume

A brief cover letter sharing why you would be a great fit for this role

Any relevant administrative, billing, leadership, or office management experience

We’re looking for someone who brings warmth, initiative, wisdom, and structure into the life of our counseling community.

How to Apply

Submit your resume and a brief cover letter to ***email_hidden***