Client Services Coordinator (Part-time)

Job Description

Job Description

Organizational Overview

Founded in 2004, Cognitive & Behavioral Consultants (CBC) is a leading mental health organization committed to helping individuals and families thrive. CBC specializes in evidence-based therapies, providing high-quality psychological care to children, adolescents, adults, couples, and families. Our mission is twofold:

• To create lasting, positive change for our clients through personalized, evidence-based treatment plans.
• To train and empower professionals locally, nationally, and globally to deliver top-tier care.

At CBC, our clinical team is renowned for their expertise in therapies such as Cognitive and Behavioral Therapies (CBT), Dialectical Behavior Therapy (DBT), Acceptance and Commitment Therapy (ACT), and more. We also offer extensive training and consultation services for schools, organizations, and businesses. Our collaborative environment fosters professional growth and ensures our clinicians have the tools to excel in their practice while delivering cutting-edge treatments.

Position Overview

Reporting to the Executive Director, the Client Services Coordinator (CSC) provides clinician and clinical program support while performing various administrative duties at CBC. This role requires independent project management with minimal supervision and serves as an ambassador for CBC, promoting its mission and services. In addition to front desk and administrative responsibilities, this role also provides entry-level marketing support, including social media management, digital and print content creation, and basic marketing coordination. This hybrid role is ideal for someone looking to gain foundational experience in both client services and marketing.

Responsibilities

Client & Visitor Support:

• Provide a welcoming and efficient point of contact for clientele, CBC personnel, and visitors.
• Ensure the front desk is covered at all times.
• Monitor practice voicemail, track issues, and resolve inquiries.
• Assist clients, visitors, and clinicians with ad hoc requests.

Administrative Support:

• Open or close, and maintain the office.
• Assist with onboarding and offboarding processes for program staff and trainees
• Provide ADMIN/ IT/AV support and assistance with in-person trainings
• Set up and coordinate refreshments, AV equipment, and catering for staff and large meetings.
• Handle client paperwork, including monitoring intake paperwork, creating/editing forms, uploading documents to charts, and managing closed chart processes.

Marketing and Business Development Support:

• Assist in the design and distribution of digital and print marketing materials, such as flyers, banners, presentations, and brochures using platforms like Canva, Microsoft Publisher, Adobe, CRM, or similar tools.
• Support social media management by scheduling posts, creating basic content, and tracking engagement across platforms like Instagram, Facebook, and LinkedIn.
• Help draft and send internal and external email campaigns using templates and electronic tools.
• Assist with website updates and content edits (training provided).
• Collaborate with the clinicians to support event promotion and branding efforts.
• Track basic analytics and marketing KPIs (e.g., post reach, email open rates) to support data-driven improvements.

Company Volunteer & Community Engagement Activities:

• Organize, coordinate and support CBC’s engagement and outreach events, including identifying volunteer opportunities and coordinating logistics.
• Support with marketing and social media projects.

Facility & Equipment Management:

• Manage supply inventory, ordering, and distribution across three facilities.
• Open packages and store supplies appropriately.
• Coordinate with vendors to resolve equipment issues and track maintenance.
• Ensure offices, conference rooms, reception areas, and restrooms are maintained and presentable.
• Coordinate repairs, vendor interactions, and landlord communications.
• Collect and distribute mail.

Program & Project Management:

• Coordinate program communications, ensuring effective dissemination of information.
• Facilitate meetings by arranging schedules, creating agendas, taking minutes, and tracking action items.
• Maintain and organize program documents, materials, and supplies.
• Assist Program Directors and Coordinators with administrative tasks as needed.
• Provide support to the Executive Director as required.
• Ensure compliance with HIPAA regulations.

General Support:

• Provide assistance with administrative tasks and special projects as needed.
• Other duties as assigned.

Working Conditions:

With or without reasonable accommodation, the Administrative Coordinator (AC) must possess and maintain the physical and mental capacity to perform the essential duties of the position, which may include:

• Frequent sitting, standing, walking, and use of hands and arms to reach, type, or handle office materials.
• Occasionally stooping, kneeling, crouching, or lifting and moving objects up to 25 pounds.
• Clear vision to read documents and computer screens, hearing and speaking for effective communication in person and via telephone, and writing skills to document and process information accurately.
• Mobility and manual dexterity to operate standard office equipment, such as computers, printers, and phones, within a standard office environment.

Communication Requirements:

• Effectively review, summarize, and communicate key information to support problem-solving and decision-making.
• Participate in meetings and present solutions, goals, and objectives to internal teams and external partners with clarity and professionalism.

Complexity and Independent Action:

• Address a range of operational and programmatic challenges by evaluating and implementing efficient solutions.
• Exercise independent judgment to prioritize tasks and adapt procedures to meet the dynamic needs of the role.

Travel

• Occasional travel may be required to support off-site meetings or operational needs.

Qualifications

• Minimum of 2 years of healthcare and administrative experience.
• Strong organizational skills and ability to manage multiple tasks in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, Google Suite, Zoom, Apple products, and Adobe platforms.
• Familiarity with social media platforms (Instagram, Facebook, LinkedIn) and design tools such as Canva.
• Interest in marketing and communications, with creativity, attention to detail, and a willingness to learn.
• Strong interpersonal skills with the ability to build relationships with staff, vendors, patients, and other professionals.
• Self-starter with initiative, sound judgment, and a strong work ethic.
• Team player who can work independently and accept constructive feedback.
• Demonstrates discretion, professionalism, and confidentiality.
• Availability to work on-site 5 days a week, including evening hours.

Compensation and Benefits:

• Competitive benefits package.
• Discretionary bonus opportunities.
• 401(k) matching after six months of employment (up to 3.5%)
• Generous paid time off
• Annual increases based on performance