Administrative Coordinator

Full-Time Administrative Coordinator

Alternative Therapeutics | Cuyahoga Falls, Ohio

About Us

Alternative Therapeutics is an integrative mental health and wellness practice dedicated to helping people of all ages feel better, function better, and live fuller lives. Our approach combines neuroscience-informed care with innovative services such as EMDR, neurofeedback, counseling, and ketamine-assisted psychotherapy.

We're a growing practice with a collaborative team, a passion for what we do, and a commitment to providing thoughtful, individualized care. We're looking for the right person to help us continue growing by keeping the administrative side of the practice organized, efficient, and welcoming.

The Opportunity

We're looking for a highly organized, proactive, and dependable Administrative Coordinator who takes pride in doing things well. This is an important role within our practice. You'll be a key part of the client experience and help ensure that the day-to-day operations run smoothly.

The ideal candidate is someone who naturally takes initiative, follows through on commitments, learns quickly, and doesn't wait to be told what needs to be done. You enjoy creating systems, solving problems, and making things easier for the people around you.

We're not looking for someone who simply checks tasks off a list. We're looking for someone who takes ownership, thinks ahead, and genuinely wants to contribute to a team.

What You'll Do

Client Experience & Intake

• Serve as a welcoming, professional first point of contact for prospective and current clients.
• Manage incoming calls, emails, inquiries, and consultation requests.
• Coordinate new client intake, scheduling, clinician matching, and follow-up.
• Help clients navigate scheduling, paperwork, payment policies, and insurance-related questions with professionalism and empathy.
• Maintain accurate client records and ensure intake processes are completed thoroughly and on time.

Administrative Operations

• Manage scheduling, calendars, electronic records, and administrative workflows in SimplePractice.
• Assist with insurance eligibility verification, billing, payment collection, accounts receivable, and related administrative tasks.
• Maintain organized tracking systems for referrals, prospective clients, follow-ups, and other operational priorities.
• Support reporting, data entry, reconciliation, and routine administrative projects.
• Help keep office operations organized and identify opportunities to improve efficiency.

Team & Business Support

• Provide administrative support to the owner and clinical team.
• Track outstanding tasks and follow through without needing repeated reminders.
• Identify problems, think through potential solutions, and communicate appropriately when decisions or assistance are needed.
• Assist with projects related to practice growth, client communication, and marketing as needed.
• Maintain confidentiality and follow HIPAA requirements when handling sensitive client information.

Who We're Looking For

Our ideal candidate is someone who:

• Takes initiative. You notice what needs attention and take appropriate action without waiting for someone to assign every task.
• Is exceptionally organized. You have reliable systems for tracking responsibilities, managing competing priorities, and ensuring nothing falls through the cracks.
• Follows through. You do what you say you'll do, meet deadlines, and communicate proactively when something changes.
• Learns quickly. You're curious, resourceful, comfortable asking thoughtful questions, and eager to develop new skills.
• Exercises good judgment. You know when to handle something independently, when to research a solution, and when to ask for guidance.
• Communicates exceptionally well. You're professional, warm, clear, responsive, and comfortable communicating with clients and colleagues.
• Enjoys being part of a team. You're dependable, collaborative, receptive to feedback, and invested in helping the practice succeed.
• Is comfortable with technology. You can learn new software, navigate digital systems, and use tools to stay organized and efficient.
• Is adaptable. You can shift between routine responsibilities and unexpected needs while maintaining a positive, solutions-oriented attitude.

We value genuine curiosity, accountability, work ethic, and a willingness to learn just as much as prior experience.

Qualifications

• Previous administrative, office coordination, customer service, or operations experience preferred.
• Strong organizational, communication, and time-management skills.
• Comfort using computers, email, digital calendars, and electronic records.
• Ability to handle confidential information with discretion and professionalism.
• Experience with scheduling, billing, insurance verification, or healthcare administration is a plus.
• Experience with SimplePractice or other electronic health record systems is helpful but not required.

Compensation & Employment Details

• Employment type: Full-time, W-2 employee.
• Location: Alternative Therapeutics, Cuyahoga Falls, Ohio.
• Compensation: Competitive hourly pay based on experience and qualifications.
• Benefits: We do not currently offer employer-sponsored health insurance. Compensation and any additional benefits will be discussed transparently during the hiring process.

Why Work With Us?

• Be part of a growing practice doing meaningful work in mental health and wellness.
• Work alongside a collaborative team that values innovation, compassion, and professional growth.
• Have a meaningful impact on the client experience and the day-to-day success of the practice.
• Take ownership of your role and help improve how we work as we continue to grow.
• Learn about innovative, neuroscience-informed approaches to mental health and wellness.

How to Apply

We're interested in learning about how you work, not just where you've worked.

Please submit your resume and a brief introduction sharing what interests you about this role and what makes you someone who takes initiative and follows through.

We look forward to meeting someone who is excited to become a valued part of our team!

Pay: $18.00 - $24.00 per hour

Expected hours: 32.0 – 40.0 per week

Benefits:

• Paid time off
• Professional development assistance
• Retirement plan

Work Location: In person