Part-time Office Manager for Mental Health practice

About the Role: Heart Matters NYC is looking for a organized and compassionate Part-Time Office Manager to help keep our mental health practice running smoothly. This is a meaningful opportunity to play a vital behind-the-scenes role in supporting clients and clinicians in a warm, professional environment in the heart of New York, NY.

Responsibilities: Manage day-to-day office operations including scheduling, correspondence, and administrative workflows Greet and assist clients in a professional, empathetic, and confidential manner Coordinate appointment scheduling and manage therapist calendars Handle billing, insurance verification, and client intake documentation Maintain accurate and confidential client records in compliance with HIPAA regulations Respond to phone calls, emails, and inquiries in a timely and professional manner Order and manage office supplies and ensure a professional, clean, welcoming environment

Requirements: Prior experience in office management, healthcare administration, or a mental health setting preferred Strong organizational and multitasking skills with keen attention to detail Excellent written and verbal communication skills Proficiency in scheduling software, EHR systems, and Microsoft Office or Google Suite Knowledge of HIPAA compliance and medical billing is a plus Compassionate, discreet, and professional demeanor when working with sensitive client information Ability to work independently and take initiative in a small practice setting

About Us: Heart Matters NYC Counseling is a Multicultural mental health practice based in New York, NY, committed to providing culturally attuned and client-centered therapy services. Our clients trust us to deliver compassionate, high-quality care in a safe and supportive space. We are proud to foster a collaborative and respectful work environment where we support our staff and clients to flourish.