Job description

At The Center for Connection, Healing and Change, we believe in the power of secure relationships. Our philosophy focuses on the healing power of connection, to self and our most important others, as the cornerstone of a meaningful and satisfying life. We offer a wide range of individual, couple, family, and group therapy services to our community and specialize in relationships, secure attachment, trauma, emotion regulation, and body-focused healing.

We warmly invite connections with those souls who are a good fit for our culture and who are looking for a place that will value and support the investment you have already made in your professional skills, identity, and personal growth.

Our practice welcomes your humanity, strengths, and vulnerabilities. We trust that by focusing on the co-creation of security and safety we offer the optimal conditions for growth, potential, creativity, and connection, whatever the valuable role you occupy within our practice.

Our treatment approach is aligned with the belief that in order to connect with the struggles of our clients we must also be in connection with our own human vulnerabilities, wounds, protections, and survival strategies. We must be willing to connect, heal, and grow from the inside out so that we can appreciate the daunting journey of growth and healing our clients are willing to grapple with. This is not just how we work with clients; it is also how with work with each other, navigate our working relationships, and continually nurture our working culture.

We are proud of the unique culture we have created and our commitment to practicing secure connection. We are very much human, we make mistakes, and strive for authenticity and vulnerability over perfection or performance. If you feel like you are a 'work in progress' - welcome, we are too! Our goal is to find similar souls who are looking for a community that will value and support your unique skills, personhood, and potential. We choose to be transparent about our mission and culture in the hope that you might want to join us in the journey.

We are warmly inviting applications for a part-time Office Operations Manager to oversee the smooth running of our practice. We are looking for a special candidate who is skilled at building relationships, actively managing the systems, logistics, operations, and administrative needs of the organization, overseeing compliance with legal, ethical and privacy requirements, can assist with marketing, and support the expansion of the business.

This is a pivotal role for our practice, serving as resource to both leadership team, staff team, and therapists alike. We are committed to offering high quality services to our clients by ensuring our therapists are well trained, supported and valued, our office operations are clear, effective, efficient, and well-managed, and the leadership team has the support they need to focus on nurturing all staff members and growing the practice in ways that embody our treatment approach.

As such, our Office Operations Manager should also value connection and be skilled in their ability to build healthy relationships with practice clients, staff, leadership, and with professional relationships outside of the practice.

The role of Office Operations Manager requires autonomy, self-motivation. organization and creativity. The role requires building structure to your working week as you manage the ongoing tasks of the role, as well as being responsive to operational needs as they arise. The ability to take ownership of our current operational systems and continually adapt them as the practice grows is essential.

The ideal candidate is naturally empathic, thrives on connection, able to assess needs quickly and identify solutions that align with the goals of the practice, can track and utilize multiple data sources/metrics, and actively communicate and collaborate with leadership/founder on an ongoing basis. The ideal candidate is therefore detail-oriented, skilled in managing processes and systems, and confident in their communication skills. Due to the relational focus of our business, we also encourage applications from candidates who can naturally balance empathy, compassion, structure, attunement, resourcefulness, creativity, organization, and are highly motivated to learn new skills.

Candidates with prior experience in office management within the field of mental health (due to the highly regulated nature of the field) are particularly welcomed but not required. We provide full training for the role and ongoing supervision to ensure you are also well-supported, valued, and have everything you need to be successful and effective in the role.

For the right candidate, there is potential to grow the role and/or become full-time as the practice continues to add additional locations and to expand our services within the community.

***Please follow the instructions for submission of an application in the 'How to Apply' section at the bottom of the page. Applicants who fail to follow the instructions will not be considered for the position. ***

Skills commensurate with the role

The OOM is pivotal to the successful running of practice, providing continuity, structure, compliance, and organization as we grow:

Skilled in administrative systems, including practice management software (Theranest). Experience with EHR's and supporting staff to effectively use software is highly desired. Creation and management of intake documentation, service types, reports, self-pay/OON billing, and clinical record keeping are key parts of the role.

Experience with supporting therapists and Intake Coordinators with active caseload tracking and management and using metrics to support high retention and utilization rates as well as low churn and attrition rates. Ability to track and utilize data, create and distribute reports to staff and leadership team, and develop systems to support best clinical and caseload management practices. Management of our client feedback system and consolidation of data is also required.

Experience with supporting the provision of clinical services through active management of our clinical resources and referrals database, nurturance of relationships with external providers and referral sources, posting and responding to posts on listservs, outreach or marketing from external providers, and researching and facilitation of connection with community resources, external providers, and referral partnerships.

Assisting the Founder and leadership team with marketing of services, new staff, new locations, treatment approaches and unique offerings. Administration of social media accounts.

Experience with onboarding new staff and offering training in new systems to existing staff. Ability to serve as an ongoing a resource to staff as they learn and engage with systems, policies and procedures, and compliance practices.

Management of employee records such as employment contracting completion, onboarding logistics, licensure status, licenses, training certifications, liability insurance, contact information, and in-case of emergency information. Active management of our Employee Handbook to ensure this document this consistently reviewed and updated, relevant, and actively shared with staff.

A solid understanding of managing systems for compliance with financial, legal, ethical, HIPAA/privacy practices, and the rules and regulations of the therapy field. Experience with creating and managing systems for monitoring compliance, identifying vulnerabilities, sourcing training, and adapting systems to accommodate practice growth.

Ability to manage the physical/logistics needs of our offices including clinical resources, utilities, furnishings, supplies, comfort of clients and staff, welcoming atmosphere, relevance, security and safety. Supporting the Founder with the logistics of opening new office spaces.

Assistance with promoting our culture of connection, security, and professional and personal growth through management of the administrative and logistical needs of staff meetings, internal and external trainings, open days, meetings, clinical consultations, annual retreats, leadership meetings, strategic growth, practice mission and culture, interviews, onboarding, staff events, and inter-office relationships/communications.

Work closely with the Founder, Director of Systemic Residency Program and Training, Director of Group Work, and Intake Coordinator to ensure cohesion between leadership team, training initiatives, practice culture, recruitment, and strategic growth.

Working closely with Founder and leadership team to identify practice goals and then identify and implement the practical aspects of achieving these goals. Supporting Founder with the practical aspects of recruiting, managing and investing in staff, nurturing quality clinical practice, strategically growing the business, and operating in ways that are authentic and aligned with our very human approach to helping clients create lasting change. Your energy and creativity are very much valued by the Founder and vital to ensuring she has the resources needed to lead from a place of empathy, engagement, structure, and belief in the power potential of our unicorn team.

This practice is more than a business, it reflects our collective purpose, identity, and alignment with a mission to serve humanity. The person who occupies this role is an asset to our mission, staff, community, and clients alike. Working closely with every member of staff, you are helping us co-create a very special place to work.

Who you are

We are looking for an Office Operations Manager who can embody our unique culture, treatment philosophy and the high standards of clinical care our practice offers. If any of the following statements describe who you are, we look forward to hearing from you:

· Passionate about being of service, you are looking for a place where you can make a difference in the lives of others. You thrive when working in a team, enjoy working with others to create something meaningful and focused on serving our community. You are looking to be part of a practice that values its staff, creates opportunities for them to grow within the practice, and strives for excellence. Community, cohesion, and clarity are integral to your professional and personal value systems.

· Able to process complex information quickly, make decisions, and communicate clearly, you are skilled in multi-tasking. You pride yourself in finding solutions to problems and then implementing systems to improve the efficiency of operations on an ongoing basis.

· Highly organized and detail-oriented you enjoy implementing, maintaining and adapting systems, all in service of the needs of the team and the clients you serve. You know the value of clarity, structure and predictability within a flexible, responsive, and client-centered business. Spreadsheets, 'To Do' lists, and tasks are your favorite place to be (like many of us here!)

· You appreciate the business end of operations and the role you play in growing, nurturing and supporting the growth of the practice and the livelihood of our staff team. You understand the importance of revenue, profit, return on investment, margins, and budgets. Where the practice is financially successful and sustainable, we are able to further reinvest in the skill, training and support of our staff, and provide ever higher quality services to our clients.

· Keen to join a practice that strives to be the best at what they do, you are looking for a work culture that invests in their staff and offers full support to reach your potential. You are open to learning new information, engaging in training, and taking active ownership of your role. We value your unique ability to improve the operational running of the practice, make it more efficient and consistent with our treatment philosophy, and support the growth of our practice.

How to Apply

To apply for this position, help us know more about you. Please email our Founder, Elayne Smith at elaynesmith @thecenterforconnection.com including your resume and a cover letter that includes a description of the skills you can bring to the position, any relevant training or experience, and what it is about your unique personhood that would make you a good fit for our practice. We look forward to hearing from you!

***Please follow the instructions for submitting an application. Applicants who fail to follow the instructions will not be considered for the position.***

Job Type: Part-time

Benefits:

• Paid time off
• Professional development assistance

Schedule:

• 4 hour shift
• Choose your own hours

Work Location: Remote

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