Office Manager

Office Manager

📍 Location: Lehi🏢 Clinic: Arcadia Counseling🕒 Job Type: Full-Time | On-Site | Monday–Friday

About Us

Arcadia Counseling is an expanding outpatient behavioral health practice with clinics in Sandy, Lehi, and Lindon. We provide individual, couples, and family counseling for a wide range of issues including depression, anxiety, trauma, suicidal ideation, and relationship challenges. Our mission is to foster a warm, supportive environment for both our clients and our team.

As we continue to grow, we are seeking a dependable, organized, and compassionate Office Manager to oversee the daily operations and performance of our Lehi clinic.

Position Summary

The Office Manager is a key member of our administrative leadership team. This role manages the front desk and administrative staff, supports approximately 25 clinicians, and ensures smooth day-to-day operations. The Office Manager works closely with the Practice Manager and Clinical Directors to support both staff and clients.

Strong proficiency in Microsoft Office and/or Google Workspace is critical for success in this role—from managing schedules, documents, and reports to maintaining efficient workflows across the team.

Key Responsibilities

Staff Leadership & Training

• Interview, hire, train, and support office staff
• Train new hires to ensure operational policies and procedures are followed
• Manage performance of administrative staff (5–10 team members), including coaching, improvement plans, and termination when necessary
• Coordinate front desk work schedules and approve time-off requests
• Provide direct support at the front desk when needed
• Hold staff compassionately accountable to performance expectations

Clinic Operations & Administration

• Manage front-desk operations including calls, emails, and client check-in/out
• Support a team of ~25 clinicians with scheduling, communication, and operational needs
• Oversee billing, collections, and insurance verification processes
• Maintain accurate and confidential client records in compliance with HIPAA
• Ensure office cleanliness, organization, and professional presentation
• Monitor office supplies and facility maintenance
• Provide timely responses to concerns raised by clients and employees
• Ensure staff compliance with company policies and procedures
• Generate, format, and distribute monthly operational and performance reports using Microsoft Office or Google Workspace
• Report clinic updates and performance back to upper management

Process, Marketing & Technical Support

• Collaborate with the Practice Manager on workflow improvements and process efficiency
• Execute clinic marketing activities such as posting updates, maintaining social media, and coordinating community outreach
• Provide basic technical support and coordination with IT vendors

Qualifications

• High proficiency in Microsoft Office and/or Google Workspace (Word/Docs, Excel/Sheets, PowerPoint/Slides, Outlook/Gmail, Drive/SharePoint)
• 2+ years proven work experience as a leader in a mental health or healthcare environment
• Experience managing direct reports and leading teams
• Strong knowledge of EHR systems (e.g., SimplePractice, TherapyNotes)
• Familiarity with insurance billing and credentialing processes
• Excellent organizational and multitasking skills
• Compassionate, professional demeanor with strong interpersonal skills
• Understanding of HIPAA and confidentiality practices
• Bachelor’s degree in Business, Healthcare Administration, or related field preferred, but not required

What We Offer

💰 Pay: $50,000 – $60,000 per year (based on experience)

• 401(k) + 401(k) matching
• Health, dental, and vision insurance options
• Paid time off and holidays
• Professional development assistance
• A supportive, mission-driven work environment

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