Practice Office Coordinator
Balanced Awakening PC
Chicago, IL US
Posted ago
Balanced Awakening PC

Balanced Awakening is a thriving psychotherapy practice focused exclusively on empowering female-identified individuals on their healing journey. We’re currently searching for a multifaceted and sophisticated practice/office coordinator to provide administrative and office support for our growing practice headquartered in Chicago.

The practice coordinator will report to and work closely with the practice manager to support the day-to-day operations of the practice, as well as support the implementation of larger, strategic initiatives. 

Often at the center of multiple tasks and initiatives to ensure smooth operations within the practice, the person in this role will also work with billing, staff therapists, the practice owner, and clients.

You’ll excel in this role if:

  • You have strong attention to detail. You love making sure all the Ts are crossed and Is are dotted.
  • You’re uber-organized. You use lots of systems to stay organized so that nothing falls through the cracks.
  • You’re energized by working on, and switching between, a variety of different tasks and projects. You enjoy checking things off your to-do list.
  • You prefer working in a fluid environment and can easily transition from working from home (remotely) to an office environment (alone) to working in-person with the practice manager and coworkers. We envision this as a hybrid role (mostly remote and one in-person day a week), but it has flexibility to be adjusted based on the candidate’s needs/preferences.
  • You have a strong dose of self-direction, motivation, and resourcefulness. Since this role is mostly remote and we’re a small business, this characteristic is essential.
  • You have an analytical mindset and excel at improving processes with the goal of creating efficiency.
  • You are an excellent communicator with solid customer service skills. You exude warmth, empathy, thoughtfulness, and professionalism in all business-related communications.
  • You are passionate about the mental health industry and inspired and invigorated by supporting therapists and clients in the delivery of therapy services.

Reports to: Leslie Potter, practice manager

Position: Full-time salaried @ 35-40 hours a week. Schedule can be flexible as needed.

Work location: Hybrid (remote + working from our office in Chicago).

Compensation: $50,000 - $60,000, commensurate with level of experience. Three weeks of PTO.

To be considered, submit your resume, complete the screening questions and assessments, and include a cover letter outlining why you think you’d excel in this role.

**Only candidates who complete our full application process will be considered. Once you submit your resume, you'll receive an email from WizeHire with a link to answer the screening questions, take the assessments (DISC and attention to detail), and enter your cover letter. Check your spam folder if you don't receive the email. No phone calls, please.**


  • Support onboarding new therapists and new clients to the practice
  • Learn and manage our online Zocdoc account, including working with Zocdoc to onboard new clinicians, address issues, and manage client bookings
  • Often act as the first point of contact for potential and current clients; respond to and coordinate client emails and calls within 24 hours
  • Respond to therapist admin requests
  • Become a product expert with our EHR and help maintain clean client data and support therapists with questions/training
  • Help keep therapist profiles/directories up to date
  • Manage our waitlist (i.e. keep track of and reach out to those on the waitlist as needed)
  • Support for coordinating/scheduling internal meetings and taking meeting notes
  • Event planning and research for internal team events; ordering and research for employee gifts
  • Help maintain and update practice manuals and internal documentation (referral database, CE database, etc.)
  • Marketing support as needed - updating the website content, supporting the creation of social media posts, etc.
  • Collaborating with the practice manager, improve internal processes to create more efficiency
  • Visit each of our northside offices (Andersonville and Lakeview) 1-2 times a week for light cleaning, plant care, bringing in mail and packages, etc. Visit our downtown office quarterly to check on things, determine what needs to be ordered, etc.
  • Additional administrative tasks that may arise


  • Bachelor’s degree and at least 2-3 years of relevant experience. We will also consider someone with a high school diploma and over three years of relevant experience. Healthcare/mental health experience not required, but is preferred
  • Proven track record of being detail- and process-oriented, as well as self-directed (able to work independently with minimal supervision)
  • Advanced organizational skills to efficiently prioritize and complete a variety of tasks
  • Prior experience in a patient or client-facing support position
  • Excellent written and verbal communication skills. Comfortable answering phone calls, talking with potential and current clients, and representing Balanced Awakening with compassion and professionalism
  • Technologically savvy; basic knowledge of Google Workspace with the ability to learn new software programs quickly. Knowledge of Squarespace is a plus
  • Working knowledge of the mental health/healthcare field, confidentiality for patient health information, and HIPAA-compliance preferred but not required

$50,000 - $60,000 yearly
About Balanced Awakening PC

We are a psychologist-run psychotherapy niche private practice for women, couples, and teen girls! We are passionate about creating an empowering space for anyone on the female-identified spectrum.

We believe that attendees of our therapy sessions are the happiest and receive the best care when our staff members have an excellent work-life balance.

Benefits that we offer:

  • W-2 employment status
  • 401k with a 3% nonelective contribution
  • Health insurance through BCBS PPO (practice pays 50% of your premium)
  • Practice-paid life, short and long-term disability insurance
  • Option for dental and vision insurance

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