Office Manager and Intake Coordinator

About the Center for Psychological and Educational Assessment

The Center for Psychological and Educational Assessment (CPEA) is a specialized pediatric psychology practice operating locations in Atlanta, Marietta, and Cumming, Georgia. We provide comprehensive psychoeducational and neuropsychological evaluations, along with therapy services, tailored to children, adolescents, and young adults. Our dedicated team of pediatric psychologists offers compassionate, thorough care to help families better understand and support their children's needs.

Position Overview

We are looking for an organized, proactive, and empathetic individual to join our team as Office Manager and Intake Coordinator. In this high-impact leadership capacity, you will be a primary point of contact for clients and families, ensuring a welcoming and supportive environment from first contact. This role blends managing daily office operations with collaborating closely with clinicians to enhance client experiences and assist practice growth.

The Marietta office is the main site for in-person responsibilities, requiring on-site presence Monday through Friday, 9 AM to 1 PM, with the option for remote work afterward. Our workplace culture is supportive, close-knit, and client-focused, celebrating teamwork and individual achievements.

Key Responsibilities

• Provide a warm, professional reception for visitors and ensure they receive clear information and support.
• Coordinate the client intake process including scheduling and gathering necessary information to align families with suitable services.
• Respond to inquiries from prospective clients about evaluation options and assist in determining the best fit for the child's needs.
• Manage scheduling activities such as setting appointments, handling cancellations, rescheduling, and tracking no-shows via phone and email.
• Review and communicate practice policies to families to ensure compliance.
• Send timely reminders about appointments and paperwork to ensure clients are prepared and punctual.
• Oversee daily office operations and act as the primary vendor contact at the Marietta location.
• Manage office and test material supplies for all three locations.
• Streamline scheduling and communication processes across the practice.
• Lead by example in decision-making and office conduct, identifying improvements in front office workflows and proposing policy updates.
• Manage clinicians’ calendars effectively to optimize scheduling.
• Supervise the administrative team, ensuring timely task completion with minimal oversight.
• Serve as a resource for staff concerns and support workplace morale and teamwork.
• Maintain and update procedural manuals for office operations and HR policies.
• Assist with hiring and onboarding processes as needed.
• Maintain professional and HIPAA-compliant records, including client scheduling documentation.
• Uphold confidentiality standards and manage contracts with external agencies and vendors.
• Ensure patient information accuracy and regular updates.

Required Skills and Qualifications

• Proficiency with Electronic Health Records (EHR) and practice management software such as TheraNest, and strong ability to learn new technology and troubleshoot issues.
• Experience using general computer tools including Google Docs and Google Sheets; familiarity with website editing (Wix), social media, or AI organizational tools is advantageous.
• Ability to analyze and improve existing processes for greater efficiency and reduction of manual tasks.
• Minimum of five years' experience in mental health, pediatric therapy, or healthcare office management, especially working with special needs children and families is preferred.
• A bachelor's degree in psychology, business, or related discipline is preferred, although candidates with a high school diploma and relevant administrative and supervisory healthcare experience will be considered.
• Strong communication skills, both oral and written, with the ability to multitask in a fast-paced environment.
• Excellent organizational attention to detail and ability to work independently with a proactive attitude.
• Comfort and empathy working with children and young adults with varied special needs and behavioral conditions.
• Capability to explain evaluation services effectively to families and guide them appropriately.

Work Schedule and Location

This is a full-time role requiring 30 to 40 hours per week. The core on-site hours are from 9 AM to 1 PM Monday through Friday at the Marietta office, with flexible options for remote work in afternoons. The position supports operations across all three CPEA office locations.

Compensation and Benefits

Compensation is competitive and adjusted based on experience. Benefits are negotiable and may include medical insurance, flexible medical spending accounts, and a 401(k) retirement plan. The workplace fosters a positive atmosphere with social events and community involvement opportunities.

Growth Opportunities and Core Values

As CPEA expands, this role offers a pathway into leadership and an opportunity to influence the future direction of the practice while developing your career. Our organization is grounded in values of teamwork, passion, integrity, excellence, and accountability, ensuring exceptional client care and a supportive work environment.

Application Instructions

Candidates should submit an updated resume along with contact details for at least three professional references who have supervised them within the past five years.