Psychology Office Manager

Job Description Job Description About Us
Jordan Psychological Center is a well-established and growing private psychology practice specializing in psychological assessments and therapy. We are a close-knit, mission-driven team dedicated to providing exceptional care, and we take the same approach to how we treat our staff. We are looking for the right person to help keep our practice running smoothly so our clinicians can focus on what they do best.

The Role
The Office Manager is the operational backbone of our practice. You will oversee the day-to-day functioning of the front office, support our clinical and administrative staff, and ensure that every client who walks through our door has a seamless, welcoming experience. This is a hands-on role that requires someone equally comfortable greeting a family at the front desk, coordinating assessment materials for our psychologists, and stepping in to support the intake process when needed.

You will also serve as a point of contact for clinical staff and take the lead on facilities, payroll support, and general office operations.

Hours: Monday through Friday, 8:00 a.m. to 4:30 p.m.

What Youll Do
Client-Facing Responsibilities
Welcome clients, manage check-in, and ensure intake paperwork and history forms are complete and properly filed
Process payments and maintain accurate records in our EHR system (Valant)
Respond to client emails and voicemails promptly and professionally
Send superbills and other documentation as requested

Assessment Support
Coordinate the distribution, tracking, and follow-up of questionnaires sent to parents and teachers
Assist with scoring, tabling, and report preparation in collaboration with clinicians and graduate students
Print incoming records and prepare materials for psychologists

Office Operations
Open the office and maintain a clean, organized, and welcoming environment
Manage scheduling logistics, including handling reschedule requests and ensuring appointment reminders are sent
Oversee facilities needs, including liaison with building management and janitorial staff
Support payroll processing and ensure front desk coverage during staff absences

Team Leadership
Monitor front desk productivity and procedures
Serve as a resource and point of contact for all clinical staff
Support marketing activities, including newsletters and social media

Who You Are
You are a natural organizer who takes pride in keeping things running efficiently and professionally. You are the kind of person who notices what needs to be done before being asked, follows through reliably, and brings a calm, steady presence to a busy environment. You enjoy variety in your work and are equally comfortable with detail-oriented tasks and interpersonal interactions.
Experience in healthcare or a clinical setting is a strong advantage, as you will be working closely with licensed psychologists and therapists and handling sensitive client information. Familiarity with HIPAA guidelines is expected.

Required qualifications:
3 or more years of experience in an office management, administrative, or operations role
Strong organizational skills and exceptional attention to detail
Professional, warm, and composed demeanor
Proficiency with EHR or practice management software, or demonstrated ability to learn quickly
Comfort managing multiple priorities in a fast-paced environment
Supervisory experience or demonstrated ability to lead and support others

Preferred qualifications:
Experience in a mental health, medical, or healthcare setting
Experience in a private practice environment
Familiarity with HIPAA guidelines
Experience with Valant or similar EHR platforms