Part-Time Office Manager
NestEd Center for Development | Olympia, WAPart-time | Up to 12 hours/week
About NestEd
NestEd Center for Development is a growing interdisciplinary center serving children, adults, and families through developmental, therapeutic, educational, and mental health services.
Our goal is simple but ambitious: make it easier for families to access excellent care without having to navigate disconnected systems on their own.
We are looking for a highly organized, resourceful Part-Time Office Manager who can help keep the many moving pieces of a small, growing organization moving.
The Role
This is not a traditional management position where you supervise a large administrative team, and it is not simply a receptionist position.
We are small, so our Office Manager is hands-on.
You may answer a phone call, schedule a new family, process a referral, solve a scheduling problem, notice that an intake has been sitting too long, coordinate with our biller about missing insurance information, order something the office needs, and improve the process that caused a problem in the first place.
We are looking for someone who doesn’t only ask:
“What should I do next?”
We want someone who increasingly thinks:
“What needs attention, what is getting stuck, and what can I do to move it forward?”
What You’ll Do
Front Office & Family Communication
- Answer and return phone calls, texts, emails, and faxes
- Welcome families and help maintain a warm, organized front office
- Respond to new inquiries and gather necessary intake information
- Schedule appointments and coordinate provider availability
- Send and track intake paperwork
- Receive, document, and route referrals
- Maintain waitlists and follow up with families
- Help families understand where they are in the intake and scheduling process
Practice Operations
- Maintain visibility over new inquiries, referrals, waitlists, and scheduling
- Identify items that are stalled or overdue and take action
- Help ensure provider openings are being filled appropriately
- Maintain office workflows, checklists, and operational information
- Keep our internal organizational systems current and usable
- Coordinate routine supplies, facility needs, and vendors
- Help establish systems that prevent tasks from falling through the cracks
- Identify recurring operational problems and recommend better processes
Billing & Revenue-Cycle Coordination
We have a dedicated biller, so you will not be expected to be the practice biller.
You will, however, work closely with billing to make sure the front end of the practice supports successful billing.
This may include:
- Collecting complete insurance and demographic information
- Helping ensure required information is obtained before appointments
- Communicating with the biller about new clients and insurance issues
- Resolving missing administrative information that prevents claims from being processed
- Following up with families when information is needed
- Helping identify and correct front-office processes contributing to billing delays or denials
What Success Looks Like
A successful Office Manager doesn’t wait for the Executive Director to discover every problem.
Over time, you will develop enough understanding of the organization to notice things such as:
- A referral hasn’t received a response
- A family started intake but never finished
- A provider has openings that could be filled
- Required information is missing before an appointment
- A recurring scheduling problem needs a better system
- A process is creating unnecessary work for staff or families
- Something needs to be communicated before it becomes a problem
When something unusual happens, we value someone who can investigate, use available resources, make appropriate decisions within their role, and bring forward solutions and recommendations—not just problems.
We’re Looking for Someone Who
- Is exceptionally organized and reliable
- Has strong follow-through
- Communicates warmly and professionally with families
- Is comfortable learning new technology and systems
- Can prioritize when several things need attention at once
- Notices details without losing sight of the larger workflow
- Is comfortable working independently
- Takes initiative without needing constant direction
- Enjoys improving systems and making things work better
- Knows when to solve something independently and when to escalate it
- Can shift comfortably between answering a phone and solving an operational problem
- Understands that in a small organization, no administrative task is “beneath the manager”
Experience in a healthcare, therapy, behavioral health, pediatric, medical, or insurance-based practice is strongly preferred.
Experience with healthcare scheduling, insurance processes, EMRs, referral management, or medical office administration is especially valuable.
Schedule
Up to 12 hours per week.
Because this position supports active practice operations, reliability and consistency during scheduled hours are important.
This position has the potential to evolve as NestEd continues to grow.
A Note About Our Workplace
NestEd is building something intentionally different: a collaborative environment where families can access multiple kinds of support in one place.
We are also a growing organization. That means not every system is already perfect.
The right person for this role will find that exciting rather than frustrating. We want someone who enjoys taking something that is “how we’re doing it right now” and helping turn it into “this is how we reliably do it.”
If you are someone who naturally notices what needs to happen next, enjoys creating order from many moving pieces, and wants your work to make things easier for both families and clinicians, we’d love to hear from you.
Pay: $30.00 - $36.00 per hour
Benefits:
Work Location: In person
