administrative & marketing coordinator (part-time, in-person)

purchasing

PlayThinks

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 Benefits:
 
 
 
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 401(k)
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 Competitive salary
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 Dental insurance
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 Health insurance
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 Opportunity for advancement
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 Paid time off
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 Training &amp; development
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 Vision insurance
 
 
 
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 Position Summary
 
 
 
 The Clinic Coordinator is responsible for ensuring the smooth daily operation of PlayThinks across service lines. This role executes clinic schedules, manages day-to-day administrative operations, supports intake processes, coordinates communication between families and staff, and maintains accurate operational systems.
 
 
 Working closely with the Clinical Operations Manager, the Clinic Coordinator plays a critical role in maintaining organization, responsiveness, and continuity of care. After training and transition support, this role will independently manage daily scheduling execution and operational coordination.
 
 
 
 Essential Duties &amp; Responsibilities
 
 
 
 
 
 Clinic Scheduling &amp; Daily Operations
 
 
 
 
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 Execute daily clinic and staff schedules across service lines
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 Manage same-day callouts and coverage coordination
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 Adjust schedules due to staff absences
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 Assign and communicate coverage
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 Message staff when clients are out and confirm coverage assignments
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 Communicate schedule changes to families and staff in a timely manner
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 Maintain client calendar accuracy
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 Update staff availability within scheduling systems
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 Respond to pick-up and drop-off timing questions
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 Provide daily schedule clarifications as needed
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 Track and confirm attendance records
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 Parent &amp; Front Office Communication
 
 
 
 
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 Serve as first point of contact for routine, non-clinical parent inquiries
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 Respond to general scheduling questions
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 Direct clinical or sensitive concerns to appropriate leadership
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 Ensure professional, warm, and consistent communication
 
 
 
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 Intake &amp; Documentation Support
 
 
 
 
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 Support intake preparation and documentation tracking
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 Send intake forms and track completed paperwork
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 Collect and organize insurance documentation
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 Prepare intake packets
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 Ensure required documentation is complete and organized prior to start dates
 
 
 
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 Administrative
 
 
 
 
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 Assist with operational reporting and data entry
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 Maintain accurate scheduling systems and records
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 Collect and record client payments
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 Issue invoices and payment reminders as directed
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 Pay routine bills and manage receipt tracking
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 Tracking &amp; Purchasing Office/Clinic materials
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 Coordinate documentation with leadership or bookkeeping
 
 
 
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 Operational Support
 
 
 
 
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 Escalate complex, clinical, or sensitive matters to the Clinical Operations Manager
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 Identify operational gaps and communicate proactively
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 Support leadership with administrative projects as assigned
 
 
 
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 Required Qualifications
 
 
 
 1+ of experience in clinic coordination and behavioral health setting
 
 
 Strong organizational and time-management skills
 
 
 Ability to manage multiple priorities in a fast-paced environment
 
 
 Professional written and verbal communication skills
 
 
 Comfort using scheduling systems, Google Workspace, AI and other digital tools
 
 
 High level of discretion and confidentiality
 
 
 Strong problem-solving skills and calm decision-making
 
 
 
 Working Conditions &amp; Physical Requirements
 
 
 
 Full-time, on-site position
 
 
 Monday&ndash;Thursday: 7:30 am &ndash; 4:30 pm
 
 
 Friday: 7:30 am &ndash; 1:30 pm
 
 
 Occasional Sundays
 
 
 Work is performed in an active clinic environment.
 
 
 Frequent computer and phone use required.
 
 
 Occasional standing, walking between rooms, and light lifting (up to 20 lbs).
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Clinic Coordinator

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Clinic Coordinator