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Administrative Coordinator

Job Details

Salary: $18 - $23 / hourly

Employment Type: Part Time, Contractor

Experience Required: 2 years

Education: Associate's degree or equivalent experience; Bachelor's degree preferred

Location Type: Hybrid

About Selva Wellness Collective

Selva Wellness Collective is a BIPOC, Woman, & Queer-Owned holistic group practice located in central Austin off W 6th Street. Our team consists of therapists, a psychiatric nurse, and alternative wellness practitioners offering a comprehensive approach to mental, emotional, and spiritual health. We blend Western, Eastern, and Indigenous philosophies and specialize in trauma-informed care, Gender Affirming Care, ketamine-assisted psychotherapy, couples counseling, and more. We are an Equal Opportunity Employer and intentionally seek applicants from differing ethnicities, races, sexual orientations, gender identities, relational orientations, ages, religions, and abilities.

Position Overview

Selva Wellness Collective is seeking a highly organized, proactive, and empathetic Administrative Coordinator to be the backbone of our daily operations. The ideal candidate will ensure the smooth functioning of our practice, manage administrative tasks efficiently, and serve as the primary point of contact for clients, therapists, and external partners. The position requires 15-25 hours per week and comes with several benefits, including a flexible schedule, the ability to work from home, flexible unpaid time off, and tax education and assistance.

Responsibilities

Client & Office Management

  • Serve as the first point of contact for prospective and current clients via phone, email, and in-person inquiries
  • Manage client intake processes, including paperwork, insurance verification, and payment policy explanations
  • Schedule and confirm appointments and coordinate calendars across multiple clinicians
  • Maintain accurate, confidential client records in compliance with HIPAA
  • Handle client billing, process payments, and manage outstanding balances

Operational & Facility Support

  • Manage general office operations, including supplies, common areas, and mail/deliveries
  • Coordinate facility maintenance and repairs as needed
  • Assist in onboarding new clinical staff with system access and resources
  • Manage and troubleshoot basic office technology

Clinician & Practice Support

  • Provide administrative support to the clinical team, including documents, internal meetings, and credentialing
  • Participate in weekly check-ins with the CEO and send biweekly staff email updates
  • Facilitate communication between clinicians, management, and clients
  • Design monthly newsletters in Squarespace and manage the clinician blog schedule
  • Coordinate with the web team for site updates
  • Market community events to local organizations and develop marketing strategies for clinician-led groups

Payroll & Financial Management

  • Calculate biweekly payroll by running reports in Sessions Health and entering data into Gusto
  • Manage bookkeeping in QuickBooks, including Stripe fee calculations and monthly billing logs

Qualifications and Skills

  • Associate's degree or equivalent experience; Bachelor's degree preferred.
  • Minimum of 2 years of proven administrative or office management experience, preferably in a mental health setting.
  • Exceptional organizational skills, meticulous attention to detail, and proven ability to manage multiple tasks simultaneously.
  • High proficiency in Google Workspace (Google Docs, Google Sheets, etc.).
  • Familiarity with Electronic Health Record (EHR) systems (e.g., SimplePractice, TherapyNotes, Sessions Health) and scheduling software.
  • Deep understanding of and commitment to maintaining client confidentiality and HIPAA compliance.
  • Excellent written and verbal communication skills.

Key Competencies

  • Inclusive: Foster inclusivity in all thoughts, actions, and marketing materials.
  • Empathy and Discretion: Ability to handle sensitive client information with the utmost professionalism, compassion, and discretion.
  • Problem-Solving: Proactive approach to identifying and resolving administrative and logistical challenges.
  • Professionalism: A polished and composed demeanor when interacting with clients and staff under various circumstances.
  • Reliability: Demonstrates exceptional attendance, punctuality, and commitment to follow-through.

How to Apply

Interested candidates should submit a formal application via our Google Form linked below and email their resume and cover letter to info@selvawellnesscollective.com with the subject line: "Administrative Coordinator - [Your Name]."

In your materials, please detail your relevant experience and explain how you personally embody Selva's values of safety, inclusivity, curiosity, growth-mindset, empowerment, accountability, and gratitude in your professional practice.