Office & Operations Manager
About Gestalt Columbus
Gestalt Columbus is a boutique private-pay psychotherapy practice serving adults, couples, families, children, and adolescents. In addition to providing psychotherapy services, we are committed to training and developing mental health professionals and regularly offer consultation, supervision, workshops, and educational opportunities within our community.
Our team values meaningful relationships, excellent client care, professional growth, and a collaborative workplace culture. We are intentional about growing thoughtfully, maintaining high standards, and creating an environment where both clients and team members feel supported.
Position Overview
The Office & Operations Manager serves as the operational hub of the practice and plays a critical role in supporting our clinicians, clients, and leadership team.
This individual is often the first point of contact for prospective clients and is responsible for ensuring that day-to-day operations run smoothly and efficiently. The role includes client intake coordination, payroll administration, office management, leadership support, project coordination, and operational oversight.
The ideal candidate is organized, proactive, detail-oriented, and comfortable managing multiple responsibilities simultaneously. They take initiative, solve problems independently, communicate clearly, and enjoy creating systems that help people succeed.
This position reports directly to Practice Ownership.
What Success Looks Like
A successful Office & Operations Manager:
· Anticipates needs and takes initiative without waiting to be asked.
· Creates systems and processes that improve efficiency and organization.
· Follows through on responsibilities with minimal supervision.
· Communicates clearly, professionally, and proactively.
· Maintains exceptional attention to detail and organization.
· Helps clinicians focus on client care by managing operational details behind the scenes.
· Creates a welcoming, responsive, and professional experience for clients.
· Identifies opportunities for improvement and brings solutions forward.
· Maintains confidentiality and professionalism in all interactions.
· Serves as a trusted operational partner to Practice Ownership and the leadership team.
Core Responsibilities
Client Experience & Intake Coordination
· Serve as the primary point of contact for prospective and current clients.
· Manage incoming phone calls, emails, website inquiries, and referral requests.
· Coordinate new client intake and referral placement.
· Maintain and manage waitlists.
· Support onboarding of new clients through SimplePractice and related systems.
· Monitor completion of intake paperwork and follow up as needed.
· Schedule appointments and assist with rescheduling, cancellations, and client communications.
· Respond to client questions regarding policies, billing procedures, and administrative matters.
· Ensure timely, warm, and professional communication throughout the client experience.
· Support client offboarding and discharge-related administrative processes when appropriate.
Payroll & Financial Administration
· Reconcile payroll information across practice systems.
· Monitor submission of clinician payroll reports and communicate regarding missing information.
· Assist Practice Ownership with payroll reporting and financial tracking.
· Support client billing administration and payment-related inquiries.
· Maintain strict confidentiality regarding compensation and financial information.
Practice Operations
· Oversee day-to-day administrative operations of the practice.
· Maintain organized systems for files, documentation, and operational workflows.
· Manage office supplies, vendor relationships, and facility-related needs.
· Assist with onboarding and orientation of new team members.
· Coordinate office logistics and ensure shared spaces remain functional and welcoming.
· Support implementation and improvement of internal procedures and systems.
· Maintain operational calendars and administrative tracking systems.
· Assist with compliance-related administrative tasks as assigned.
Leadership & Executive Support
· Provide administrative support to Practice Ownership and the leadership team.
· Assist with calendar management, scheduling, and meeting coordination.
· Prepare meeting agendas and track action items.
· Follow up on assigned projects and operational priorities.
· Conduct research and gather information as requested.
· Assist in the preparation of reports, presentations, and internal documents.
· Support strategic initiatives and special projects.
· Maintain organized records of projects, decisions, and operational processes.
Marketing & Community Engagement
· Assist with website updates and maintenance.
· Create and schedule social media content using Canva and other marketing platforms.
· Support email communications, newsletters, and outreach campaigns.
· Assist with marketing materials for workshops, trainings, and community events.
· Support relationship-building efforts with referral sources, schools, community organizations, and professional partners.
· Help maintain a consistent and professional brand presence.
Events & Training Coordination
· Coordinate logistics for workshops, trainings, meetings, and special events.
· Manage event registration, communication, and materials.
· Coordinate vendors and event-related needs.
· Assist with preparation, execution, and follow-up of events.
· Help ensure events reflect the professionalism and culture of the practice.
Team & Relationship Support
· Support a positive and connected workplace culture.
· Assist with team celebrations, recognition, and special occasions.
· Coordinate gifts, cards, acknowledgments, and other relationship-building initiatives.
· Help maintain strong professional relationships with referral partners and community contacts.
· Support communication and coordination among team members.
Desired Qualifications
· Experience in office management, operations management, healthcare administration, or a related field.
· Previous experience in a mental health, healthcare, or medical office strongly preferred.
· Exceptional organizational and project management skills.
· Strong written and verbal communication abilities.
· Ability to prioritize multiple responsibilities and deadlines.
· Demonstrated ability to work independently and proactively.
· Strong attention to detail and follow-through.
· Professional, warm, and client-centered demeanor.
· High level of discretion and ability to maintain confidentiality.
Preferred Experience
· SimplePractice
· Microsoft Office Suite
· Canva
· WordPress or Squarespace
· Mailchimp or similar email marketing platforms
· Scheduling and practice management software
· Payroll administration
· Event planning and coordination
Schedule
Approximately 25 hours per week.
Typical schedule is Monday through Thursday, with flexibility based on workload and practice needs.
Why Join Our Team?
At Gestalt Columbus, we believe exceptional client care begins with a healthy and supportive team culture. We value collaboration, autonomy, professional development, and meaningful relationships.
We are committed to thoughtful growth, high-quality clinical work, and building a practice where both clinicians and staff can thrive. If you enjoy creating order, supporting people, solving problems, and helping a mission-driven organization succeed, we would love to hear from you.
Pay: $20.00 - $25.00 per hour
Work Location: In person
