The Office Lead plays a key role in supporting the day-to-day operational flow of Find Your Balance Center for Growth & Change. This role is a senior-level administrative support role with elevated responsibility, organizational ownership, and leadership expectations. This role blends client access, scheduling, and administrative coordination with systems thinking, process improvement, and team support. The ideal candidate is highly organized, proactive, bilingual in Spanish, and capable of identifying inefficiencies and supporting solutions—while maintaining strong client-centered care and operational excellence. This position is designed for someone who demonstrates leadership capacity and may grow into higher operational or supervisory roles over time. • Part-Time openings with potential to move to Full-Time Responsibilities: Client Access, Scheduling & Intake Coordination • Oversee and manage client scheduling, rescheduling, and calendar optimization across clinicians. • Ensure therapist availability is accurately reflected and appointment slots are used efficiently. • Send appointment reminders, confirmations, and follow-ups to reduce no-shows and cancellations. • Serve as a primary point of contact for scheduling-related client inquiries via phone, email, and internal systems. • Provide clear guidance to clients regarding telehealth access, intake steps, and next actions. • Communicate mental health insurance basics to clients, including eligibility, co-pays, and deductibles, in both English ( Spanish preferred) Operational & Administrative Coordination • Maintain accurate scheduling, intake, and appointment records within the EMR and related systems. • Verify insurance eligibility prior to scheduling and flag issues to billing or leadership as needed. • Coordinate closely with billing and credentialing teams on appointment-related or access issues. • Track appointment trends, access bottlenecks, and workflow challenges; proactively suggest improvements. • Support the implementation and adherence to Standard Operating Procedures (SOPs). • Assist with documentation tracking, intake flow audits, and operational task follow-through. • Update and create automation pathways to send appointment reminders, confirmations, and follow-ups to reduce no-shows and cancellations. Leadership Support & Systems Thinking • Act as a senior support to the Office Lead by identifying workflow gaps, inconsistencies, or inefficiencies. • Model professionalism, accountability, and clear communication for the administrative team. • Support training of newer administrative staff on scheduling workflows, systems, and expectations. • Escalate concerns thoughtfully and offer solution-oriented recommendations. • Assist with special projects, system rollouts, and operational improvements as assigned. • Maintain confidentiality and compliance with HIPAA and organizational policies at all times. Qualifications: Required • Fluent bilingual in Spanish and English (preferred). • Minimum 2 years of experience in healthcare, mental health, or behavioral health administration. • Strong experience with scheduling, client access, or intake coordination in a mental health setting. • Working knowledge of mental health insurance benefits, eligibility, and basic billing concepts. • Demonstrated ability to manage complex schedules and prioritize competing demands. • High level of organization, attention to detail, and follow-through. • Proficiency with EMR systems (mental health EMR strongly preferred), Google Workspace, and scheduling tools. • Excellent verbal and written communication skills. • Distraction-free work environment. Preferred • Experience supporting or mentoring administrative staff. • Exposure to SOP development, workflow improvement, or operational coordination. • Comfort identifying patterns, tracking data, and proposing process improvements. • Interest in long-term growth within operations, leadership, or practice management. Compensation: $20 hourly

• Client Access, Scheduling & Intake Coordination • Oversee and manage client scheduling, rescheduling, and calendar optimization across clinicians. • Ensure therapist availability is accurately reflected and appointment slots are used efficiently. • Send appointment reminders, confirmations, and follow-ups to reduce no-shows and cancellations. • Serve as a primary point of contact for scheduling-related client inquiries via phone, email, and internal systems. • Provide clear guidance to clients regarding telehealth access, intake steps, and next actions. • Communicate mental health insurance basics to clients, including eligibility, co-pays, and deductibles, in both English ( Spanish preferred)Operational & Administrative Coordination • Maintain accurate scheduling, intake, and appointment records within the EMR and related systems. • Verify insurance eligibility prior to scheduling and flag issues to billing or leadership as needed. • Coordinate closely with billing and credentialing teams on appointment-related or access issues. • Track appointment trends, access bottlenecks, and workflow challenges; proactively suggest improvements. • Support the implementation and adherence to Standard Operating Procedures (SOPs). • Assist with documentation tracking, intake flow audits, and operational task follow-through. • Update and create automation pathways to send appointment reminders, confirmations, and follow-ups to reduce no-shows and cancellations.Leadership Support & Systems Thinking • Act as a senior support to the Office Lead by identifying workflow gaps, inconsistencies, or inefficiencies. • Model professionalism, accountability, and clear communication for the administrative team. • Support training of newer administrative staff on scheduling workflows, systems, and expectations. • Escalate concerns thoughtfully and offer solution-oriented recommendations. • Assist with special projects, system rollouts, and operational improvements as assigned. • Maintain confidentiality and compliance with HIPAA and organizational policies at all times.