Careers

Office Manager- Executive Office Coordinator

Joy Christian Counseling
Tulsa, Oklahoma
Compensation: $17–$20/hour
Schedule: Approximately 30–40 hours/week
Monday–Thursday (7-hour shifts) + flexible Friday hours as needed

Position Overview

Joy Christian Counseling is seeking a highly organized, self-motivated, and dependable Office Manager / Executive Office Coordinator to serve as a key leader within our growing practice. This role is ideal for someone who thrives in both structure and people-centered work. We are looking for someone who can become the “left hand” of the practice owner, helping lead operations, support clinicians, strengthen systems, and create an exceptional experience for clients.

This person will serve as the heartbeat of the office by balancing administrative excellence, leadership, billing oversight, communication, scheduling, and growth support. The ideal candidate is proactive, emotionally intelligent, detail-oriented, and passionate about helping a Christ-centered organization flourish.

Our culture is encouraging, collaborative, purpose-driven, and rooted in compassion and integrity.

What You’ll Do

Office Leadership & Administration

  • Oversee daily office operations and maintain organized systems and workflows

  • Coordinate office procedures, supplies, vendor relationships, and safety protocols

  • Develop and improve administrative systems that increase efficiency and organization

  • Maintain HIPAA compliance and confidentiality standards

  • Support onboarding processes for clinicians, interns, and new staff

  • Anticipate needs and provide high-level support to leadership

Client Experience & Front Desk Coordination

  • Serve as the first point of contact for clients with warmth and professionalism

  • Manage calls, emails, scheduling, and client communication

  • Assist new clients with intake preparation and onboarding

  • Respond to scheduling, billing, and general office inquiries with clarity and care

  • Help create a welcoming and peaceful office environment

Billing & Insurance Coordination

  • Verify insurance benefits and communicate coverage information to clients

  • Collect and maintain accurate billing and payment information

  • Process client payments and manage records within EHR

  • Monitor outstanding balances and communicate payment reminders professionally

  • Collaborate with billing specialists as needed

Clinician & Team Support

  • Maintain clinician calendars and assist with schedule management

  • Support payroll tracking and administrative reporting

  • Coordinate reminders, meetings, and internal communication

  • Celebrate staff milestones and help foster a positive team culture

Marketing & Community Outreach

  • Assist with social media coordination, outreach emails, and marketing materials

  • Support promotion of Flourish events and Mind Spa programs

  • Help strengthen referral relationships and community partnerships

  • Track referral sources and assist with growth initiatives

Special Program Coordination

Support Flourish and Mind Spa events through:

  • Monthly invitations and communication

  • Zoom coordination and attendance tracking

  • Supply preparation and event organization

  • Maintaining organized GroupMe and Google Drive communication systems

Qualifications

  • Strong leadership, administrative, and organizational skills

  • Excellent communication and interpersonal abilities

  • Self-starter who takes initiative and follows through

  • Ability to multitask and manage priorities effectively

  • Experience with medical billing, insurance verification, or healthcare administration preferred

  • Comfortable learning and using office technology systems

  • Marketing, outreach, or social media experience is a plus

  • Positive attitude with flexibility and professionalism

  • Alignment with the mission and values of Joy Christian Counseling

Preferred Tools & Software Experience

  • Google Workspace (Docs, Sheets, Drive)

  • Therapy Appointment EMR

  • Canva

  • Mailchimp

  • Green Envelope (preferred but not required)

Who You Are

You are someone who:

  • Notices what needs to be done before being asked

  • Loves creating order from chaos

  • Enjoys helping people feel seen, supported, and cared for

  • Can balance compassion with professionalism

  • Values teamwork, integrity, and purpose-driven work

  • Wants to help a growing counseling practice thrive behind the scenes

This role has strong opportunity for growth as the practice continues to expand.

To Apply

Please submit:

  • Your resume

  • A brief cover letter sharing why you would be a great fit for this role

  • Any relevant administrative, billing, leadership, or office management experience

We’re looking for someone who brings warmth, initiative, wisdom, and structure into the life of our counseling community. ✨

How to Apply
Submit your resume and a brief cover letter to amber@joychristiancounseling.com.