Executive & Clinical Operations Assistant

Executive & Clinical Operations Assistant (Part-Time)

On Your Mind Counseling – Nashville, TN

On Your Mind Counseling is a growing mental health practice seeking a reliable and organized Executive & Clinical Operations Assistant to support clinic operations and assist the CEO on Tuesdays (primarily).

This role combines executive support, clinic administration, and operational assistance in a professional healthcare environment. The assistant will help ensure that clinic days run smoothly so the clinician can focus fully on patient care.

This position is ideal for someone interested in mental health, healthcare administration, psychology, or clinical operations.

Responsibilities

Executive Support & Transportation

• Provide transportation support for the practice owner on clinic days
• Pick up the practice owner from the airport early Tuesday morning (~5:00 AM)
• Drop off the practice owner at the airport Tuesday evening (~7:30 PM)
• Assist with occasional errands such as picking up food or small supplies if needed

Clinic Operations Support

• Prepare intake paperwork, consent forms, and documentation prior to client sessions
• Assist clients with completing consent forms and paperwork before appointments
• Manage sign-in sheets for group therapy sessions
• Collect copays from group therapy participants prior to group starting
• Help maintain organization of office materials and documentation

Office Management

• Help keep the office clean, organized, and professional
• Monitor office supplies and notify the practice owner when supplies are running low
• Receive packages delivered to the office
• Check office mail and deliver important items to the practice owner
• Print and organize documents for clinical sessions

Spravato Program Support (Training Provided)

• Assist with administrative tasks related to Spravato treatment sessions
• Record oxygen saturation and pulse readings during sessions using a pulse oximeter
• Assist with medication check-in and documentation
• Help with administrative paperwork such as prior authorizations and treatment documentation

Special Projects

• Assist with administrative tasks related to internal practice projects
• Redact identifying HIPAA information from clinical documents using marker
• Scan and securely transmit documents
• Assist with document preparation for internal AI and documentation initiatives

Qualifications

Required:

• Highly reliable and punctual
• Strong organizational skills and attention to detail
• Comfortable interacting with clients in a professional clinical environment
• Ability to maintain strict confidentiality (HIPAA compliance)
• Basic computer skills (printing, scanning, organizing documents)

Preferred but not required:

• Administrative or healthcare office experience
• Interest in psychology, mental health, or healthcare

Transportation Requirements

• Must have a valid driver’s license and reliable vehicle
• Must be comfortable with early morning driving
• Must be available for consistent 5:00 AM Tuesday airport pickup and 7:30 PM airport dropoff (less than 10 minutes from office)

Schedule

Part-Time

Primary workday: Tuesday

Typical Tuesday schedule may include:

• Early morning airport pickup (~5:00 AM)
• Clinic operations support during the day
• Evening airport drop-off (~7:30 PM)

There will be downtime and flexible responsibilities between tasks.

Compensation

$18 per hour

Approximately 10–14 hours on Tuesdays depending on clinic needs

About On Your Mind Counseling

On Your Mind Counseling is a growing mental health practice focused on providing high-quality clinical services while developing innovative programs in behavioral health and clinical operations.

This role offers the opportunity to gain experience in clinical operations, healthcare administration, and mental health services while working closely with the practice owner.

Pay: $18.00 - $20.00 per hour

Work Location: In person