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 You'll 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
• Monitor front desk productivity and procedures
• Serve as a resource and point of contact for all clinical staff

Creative and Marketing Services

• Support marketing activities, including writing newsletters and social media posts
• Networking with other businesses and professionals

Assisting Practice Owner

• Serve as personal assistant to the practice owner 
• Assist the practice owner with various business and practice tasks

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
• Strong writing skills

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
• Social media and other marketing experience