Operations & Client Experience Coordinator; Part-Time

Location: Hybrid (Remote with one required in-office day each week in Wynnewood, PA)

Schedule: 10–15 hours per week

Employment Type: Part-Time W-2 Employee

Truth Center for Health & Healing is a trauma-informed group therapy practice serving individuals, couples, and families throughout Pennsylvania and Delaware. We are committed to providing culturally responsive, relationship-centered care while creating a welcoming experience for every person who reaches out to us.

As our practice continues to grow, we're looking for someone who enjoys creating order, building meaningful relationships, and helping a mission-driven business operate with excellence behind the scenes.

This is more than an administrative position. We're looking for someone who wants to become an important part of our team and help create an exceptional experience for our clients while supporting the continued growth of the practice.

The Operations & Client Experience Coordinator serves as the first point of contact for many of our clients and helps ensure the daily operations of the practice run smoothly. This role combines administrative support, client communication, office coordination, and operational organization.

Most work will be completed remotely; however, one in‑office day each week is required to support office operations, maintain our physical space, and collaborate with the Clinical Director. During the onboarding period, additional in‑office training days will be scheduled to ensure confidence with our systems, workflows, and team culture.

We're looking for someone who is warm, dependable, highly organized, solution‑oriented, and enjoys taking initiative rather than waiting to be directed.

• Answer incoming phone calls, emails, and website inquiries with professionalism and warmth.
• Schedule consultation calls and therapy appointments.
• Guide prospective clients through the intake process.
• Follow up with prospective clients who have not yet scheduled services.
• Assist current clients with scheduling changes and general administrative questions.
• Help ensure every client interaction reflects the values and mission of Truth Center for Health & Healing.

• Manage scheduling and administrative workflows within our electronic health record.
• Support provider scheduling and day‑to‑day administrative operations.
• Maintain organized digital files, forms, and practice documentation.
• Track referral sources and client inquiries.
• Coordinate administrative onboarding tasks for new team members.
• Identify opportunities to improve efficiency, organization, and workflow throughout the practice.

• Schedule pre‑created social media and Google Business Profile content.
• Request and manage Google reviews from clients when appropriate.
• Assist with website updates and practice resources.
• Support workshops, events, and community outreach initiatives.
• Provide administrative support for podcasts, digital resources, and future educational offerings.

• Work from the office one day each week.
• Prepare and maintain a clean, welcoming office environment.
• Restock office and kitchen supplies.
• Monitor inventory and coordinate supply orders.
• Coordinate routine office maintenance and communicate with vendors when needed.
• Assist with special projects that support the overall growth and organization of the practice.

The ideal candidate is someone who enjoys helping people, solving problems, and bringing organization to a growing business.

Preferred qualifications include:

• Excellent customer service and communication skills.
• Strong organizational and time management abilities.
• Exceptional attention to detail.
• Ability to manage multiple priorities independently.
• Comfort learning new technology and software.
• Professionalism when handling confidential information.
• A proactive mindset with a willingness to improve systems and processes.
• Experience in healthcare, behavioral health, private practice, or administrative support is preferred but not required.

• Confidently manage daily administrative operations with minimal…