Assistant Office Manager – Office Manager in Training
Behavioral Associates | Upper East Side, Manhattan
Starting Pay: $30.00 per hour during training
Anticipated Office Manager Salary: $80,000–$90,000 annually
Growth Potential: $100,000+ as the employee becomes established and assumes additional practice-administration responsibilities
Anticipated Start Date: September 2026
Planned Promotion: January 2027, contingent upon successful completion of training and demonstrated readiness
Employment Type: Full-time
About Behavioral Associates
Founded in 1988 by Robert H. Reiner, PhD, BCN, BCB, Behavioral Associates is a leading private mental health practice that has served New York City for nearly four decades. Dr. Reiner, the practice’s Executive Director, is a nationally recognized clinical psychologist with more than four decades of experience and particular expertise in cognitive behavioral therapy and the integration of innovative therapeutic technologies, including biofeedback, neurofeedback, virtual reality therapy, and QEEG assessment. His work has been featured in prominent outlets including The Wall Street Journal, The New York Times, USA Today, Newsweek, and National Geographic.
Under Dr. Reiner’s leadership, Behavioral Associates has grown into a multidisciplinary practice of psychologists, psychiatrists, social workers, and other mental health professionals. The practice provides individualized, evidence-based treatment to children, adolescents, adults, couples, and families.
Position and Training Overview
Behavioral Associates is seeking an experienced and highly organized Assistant Office Manager to complete a structured training period with the current Office Manager.
The individual selected for this position is being hired and trained with the intention of becoming the practice’s next Office Manager. From approximately September through December 2026, the candidate will work closely with the current Office Manager to learn the practice’s administrative systems, patient workflows, personnel structure, policies, and daily operations.
Throughout the training period, the Assistant Office Manager will gradually assume greater responsibility and decision-making authority. Following successful completion of training and demonstration of readiness, the candidate is expected to transition into the salaried Office Manager position in January 2027.
This is not an entry-level administrative assistant role. We are seeking someone who can manage detailed administrative work while developing the judgment, leadership skills, and operational knowledge necessary to oversee the administrative department of a busy mental health practice.
Responsibilities
During the training period, the Assistant Office Manager will learn and support responsibilities including:
- Managing patient calls, emails, website inquiries, and other communications.
- Scheduling appointments and coordinating cancellations, changes, and follow-up.
- Supporting patient intake and clinician-assignment processes.
- Monitoring clinician availability, administrative workflow, and outstanding tasks.
- Responding to patient questions, concerns, and account-related issues.
- Maintaining accurate spreadsheets, trackers, reports, forms, and administrative records.
- Processing and tracking intake paperwork, assessments, medical-record requests, and other documentation.
- Following up with clinicians and staff regarding incomplete or time-sensitive items.
- Supporting the training and onboarding of administrative employees and interns.
- Coordinating office supplies, vendors, equipment, and technology-related concerns.
- Learning and applying the practice’s policies, procedures, systems, and HIPAA requirements.
- Assisting with audits, reporting, administrative projects, and workflow improvements.
- Providing administrative and operational support to the Executive Director, clinicians, and staff.
Following promotion, the Office Manager will assume responsibility for overseeing the administrative operations of the practice, including:
- Supervising, training, and supporting administrative employees and interns.
- Assigning responsibilities and monitoring workflow, coverage, and task completion.
- Serving as the primary escalation point for difficult patient and administrative situations.
- Overseeing intake, scheduling, provider availability, and case-assignment workflows.
- Managing complex patient-account and administrative concerns.
- Maintaining and improving office procedures, training materials, spreadsheets, and tracking systems.
- Coordinating administrative hiring, onboarding, and employee setup.
- Managing vendors and troubleshooting office, scheduling, communication, and technology issues.
- Leading administrative projects and communicating with the Executive Director regarding staffing and operational priorities.
- Identifying inefficiencies and developing practical solutions.
As the employee becomes established in the Office Manager position, they may also assume additional responsibilities involving personnel administration, medical records, marketing and practice communications, payroll or compensation tracking, and general business administration. The position’s scope and compensation will be reviewed as these additional practice-administration responsibilities are formally assumed.
Required Qualifications
- At least 3 years of administrative, office-management, operations, or comparable professional experience.
- At least 1 year of administrative experience in a healthcare, mental health, medical, or patient-care environment.
- Strong written and verbal communication skills.
- Excellent organizational skills, attention to detail, and follow-through.
- Ability to manage multiple priorities, deadlines, and ongoing projects.
- Strong professional judgment and problem-solving skills.
- Ability to communicate compassionately with patients while maintaining professional boundaries.
- Ability to handle confidential and sensitive information.
- Experience maintaining spreadsheets, trackers, reports, or other detailed administrative systems.
- Genuine interest in developing into a long-term management position.
Preferred Qualifications
- Proficiency with the Microsoft Office/Microsoft 365 suite, particularly Excel, Word, Outlook, PowerPoint, and Teams.
- Strong Excel skills, including organizing data, using formulas and functions, sorting and filtering information, and maintaining detailed tracking spreadsheets.
- Proficiency with Google Workspace and Adobe Acrobat.
- Previous experience supervising or training administrative employees.
- Experience working in a private mental health or medical practice.
- Familiarity with HIPAA, patient scheduling, intake coordination, medical records, or patient accounts.
- Experience with SimplePractice, Zocdoc, Zoom, Headway, or comparable healthcare platforms.
- Experience creating procedures, training materials, or workflow improvements.
- Bachelor’s degree or an equivalent combination of education and relevant professional experience.
Schedule and Work Arrangement
This is a full-time position based at Behavioral Associates, 1619 Third Avenue, Suite 202, New York, NY 10128.
The employee will work primarily in person during the training and transition period. Limited hybrid flexibility may be considered after successful transition into the Office Manager position, depending on performance, administrative coverage, and the operational needs of the practice.
Compensation and Benefits
The position will begin at $30.00 per hourduring the training period.
Following successful completion of training and promotion to Office Manager, the anticipated starting salary is $80,000–$90,000 annually.
As the employee becomes more established and assumes additional practice-administration responsibilities, compensation may increase to $100,000or more, depending on performance and the scope and complexity of responsibilities assigned.
Benefits following the transition to Office Manager are expected to include:
- Employer-sponsored health insurance.
- Eligibility to participate in the practice’s retirement plan, subject to the plan’s terms and eligibility requirements.
- Potential discretionary bonuses and additional benefits as determined by the practice.
The Person Most Likely to Succeed in This Role
The strongest candidate will take ownership of their work, notice when something has been missed, and follow issues through to completion. They will ask thoughtful questions during training while becoming increasingly independent.
They should be able to manage competing priorities, apply direct feedback, balance compassion with professional boundaries, and solve problems rather than simply passing them to someone else.
How to Apply
Submitting an application through Indeed alone is not sufficient for full consideration.
Because this position involves a structured transition into office management and a broad range of administrative and operational responsibilities, applicants should carefully review the complete posting before applying.
To be fully considered, applicants must also email the following materials directly to:
Alethia Williams-Thom, Office Manager
[email protected]
Subject: Assistant Office Manager Application – [Your Full Name]
The email must include:
A current resume.
A cover letter describing your relevant experience and interest in training to become the Office Manager of a private mental health practice.
Two professional references, including each person’s name, title, professional relationship to you, email address, and telephone number.
Candidates who apply through Indeed but do not email all requested materials directly will not be fully considered.
Behavioral Associates is an equal opportunity employer. We value a professional environment that respects individuals of different backgrounds, identities, experiences, and perspectives.
Pay: From $30.00 per hour
Benefits:
- Health insurance
- Retirement plan
Application Question(s):
- This position begins at $30/hour during training, with an anticipated transition to a salaried Office Manager role in January 2027 upon successful completion of training. Are you comfortable with this structure?
Experience:
- administrative, office management, or operations: 3 years (Preferred)
- healthcare administration: 1 year (Preferred)
Ability to Commute:
- New York, NY 10128 (Preferred)
Work Location: In person
