Overview
Valley Counseling Center & Valley Family Support Services is seeking a Business Operations Manager to oversee the day-to-day administrative and operational functions of our growing counseling and family support agency.
Hours: 8:00am-5:00pm with a 1 hour lunch.
This position is located at the front lobby and serves as the first point of contact for the agency. The Business Operations Manager will regularly interact with clients, families, visitors, providers, employees, community partners, and vendors, making professionalism, warmth, and excellent customer service an essential part of the role.
The ideal candidate is organized, dependable, personable, professional, detail-oriented, and comfortable balancing multiple responsibilities at once. This is a hands-on position for someone who enjoys being the person who keeps everything moving behind the scenes while creating a welcoming experience for everyone who walks through our doors.
Responsibilities
- Serve as the first point of contact for clients, families, visitors, vendors, providers, and community partners entering the office.
- Welcome clients and visitors with a friendly, professional, and compassionate attitude.
- Answer and manage incoming phone calls, emails, and general inquiries.
- Assist clients and visitors with questions, directions, paperwork, and general office needs.
- Maintain a professional, welcoming, and organized front-lobby environment.
- Schedule, reschedule, and confirm client appointments while coordinating provider availability.
- Process new client referrals and ensure referrals are properly documented and routed.
- Set up new clients and maintain accurate client information in Therapy Notes.
- Monitor and maintain provider and administrative Therapy Notes to-do lists, tasks, documentation, and follow-ups.
- Process insurance claims and electronic remittances (ERAs/EOBs).
- Review insurance payments, denials, rejected claims, and outstanding balances.
- Handle agency billing, accounts receivable, payment posting, and follow-up on unpaid claims when needed.
- Maintain accurate employee records, personnel files, certifications, licenses, and required documentation.
- Assist with employee onboarding and offboarding, including required paperwork and system access.
- Scan, upload, organize, and maintain client, employee, and agency documents.
- Monitor office email inboxes and ensure messages are responded to or appropriately routed.
- Maintain organized digital and physical filing systems.
- Assist with provider credentialing, insurance enrollment, and maintaining provider information as needed.
- Support compliance with agency policies, documentation requirements, licensing standards, and applicable regulations.
- Maintain and update agency social media accounts, including creating and scheduling posts, sharing services and announcements, and keeping content current.
- Assist with marketing materials, community outreach, job postings, and agency promotions.
- Assist with tracking invoices, purchase orders, expenses, and other administrative financial records.
- Maintain agency calendars, meetings, important deadlines, and operational schedules.
- Assist leadership and providers with administrative projects and special assignments.
- Identify operational issues and help develop efficient solutions and improved office processes.
- Maintain confidentiality and protect sensitive client, employee, and agency information.
- Complete daily and weekly operational checklists and follow up on outstanding tasks.
- Keep the front office, lobby, and common areas clean, organized, and welcoming.
- Communicate professionally with vendors and assist with deliveries, office services, and vendor needs.
- Provide general administrative support wherever needed to ensure the agency operates efficiently.
- Perform other duties as assigned to support the mission and continued growth of Valley Counseling Center & Valley Family Support Services.
Requirements
- High school diploma or equivalent required; associate or bachelor's degree in Business Administration, Healthcare Administration, Human Resources, or a related field preferred.
- Previous experience in office management, business operations, healthcare administration, behavioral health, counseling, or a related setting preferred.
- Customer service or front-desk experience strongly preferred.
- Strong organizational and time-management skills with the ability to prioritize multiple responsibilities.
- Excellent verbal and written communication skills.
- Warm, friendly, and professional demeanor when interacting with clients, families, visitors, and vendors.
- Strong attention to detail and accuracy, particularly with billing, insurance, documentation, and employee records.
- Comfortable working independently while also collaborating with providers, employees, clients, and leadership.
- Ability to handle confidential and sensitive information professionally.
- Proficiency with computers, email, Microsoft Office, and general office technology.
- Experience with Therapy Notes or another electronic health record system preferred.
- Experience with insurance billing, claims processing, remittances, accounts receivable, or medical/behavioral health billing preferred.
- Familiarity with social media platforms and basic content creation.
- Ability to learn new software, systems, and processes quickly.
- Strong problem-solving skills and the ability to take initiative.
- Ability to remain professional and welcoming in a busy front-office environment.
- Ability to manage interruptions and shifting priorities while still completing administrative responsibilities.
- Must be dependable, flexible, organized, and willing to jump in wherever needed.
This position is more than an administrative role—it is the face of our agency. The Business Operations Manager helps create the first impression for clients and families while also supporting the providers, employees, and leadership team that keep our services running. We are looking for someone who takes pride in their work, enjoys staying busy, treats everyone with respect, and genuinely wants to make a positive difference in the experience of everyone who walks through our doors.
Pay: $44,000.00 - $48,000.00 per year
Benefits:
- Paid time off
- Retirement plan
Work Location: In person
