Office Manager/Administrative Assistant

Office Manager

Location: Maple Grove, MN

Employment Type: Part-Time — 20 hours per week

Reports To: Practice Owner, Kelly Wesner

About Maple Grove Therapy & Wellness

Maple Grove Therapy & Wellness (MGTW) is a compassionate, client-centered mental health clinic dedicated to providing high-quality, ethical, and accessible care. Our team supports individuals, couples, and families, and we value professionalism, empathy, collaboration, and a commitment to excellent client care.

Position Summary

The Office Manager plays a critical role in ensuring the smooth day-to-day operations of the clinic. As a first point of contact for clients, this position helps foster a welcoming, organized, trauma-informed, and confidential environment for both clients and clinicians.

The Office Manager oversees administrative operations, provides organizational and operational support to the clinical team, helps ensure compliance with healthcare regulations and practice policies, and maintains efficient workflows that support high-quality client care. This position requires someone who is organized, proactive, comfortable with technology, and able to independently identify and address administrative needs.

Key ResponsibilitiesAdministrative & Operations

• Oversee daily clinic operations, scheduling, and front office workflows
• Develop and maintain office policies, procedures, and workflows
• Ensure smooth coordination between administrative and clinical teams
• Anticipate operational needs and take initiative to address issues before they become larger problemds
• Provide administrative and organizational support to clinicians and practice leadership
• Help coordinate staff onboarding, training, and ongoing administrative needs

Client Experience

• Maintain a welcoming, professional, and confidential environment for clients
• Oversee client intake processes, scheduling, and communication systems
• Monitor and respond to phone calls, voicemail, faxes, and emails from current and prospective clients
• Address client concerns or administrative issues with sensitivity, professionalism, and discretion
• Help ensure that client-facing processes are clear, organized, and responsive

Billing & Financial Support

• Oversee billing processes, insurance verification, and claims submission in collaboration with billing staff or vendors
• Monitor accounts receivable and support revenue cycle management
• Assist with budgeting, expense tracking, and vendor management
• Help identify and follow up on administrative or billing issues as needed

Compliance & Confidentiality

• Ensure compliance with HIPAA, state, and federal healthcare regulations
• Maintain accurate records and documentation practices
• Support audits, accreditation, or licensing requirements as needed
• Maintain strict confidentiality when handling client, clinician, and practice information

Facilities & Systems

• Manage office supplies, equipment, and vendor relationships
• Oversee EHR/practice management systems and coordinate troubleshooting or training
• Ensure the physical office environment is safe, organized, professional, and supportive
• Maintain and troubleshoot common office technology and systems or appropriately identify when outside support is needed
• Support implementation and effective use of technology and digital systems across the practice

QualificationsRequired

• Bachelor’s degree or equivalent experience in healthcare administration, business, or a related field
• 2–4 years of office management or administrative leadership experience, preferably in a healthcare or mental health setting
• Strong understanding of HIPAA and confidentiality standards
• Strong technology proficiency and comfort learning and working across multiple digital platforms and systems
• Proficiency with Microsoft Office, Google Workspace, and common office technology
• Ability to troubleshoot basic technology and workflow issues independently and seek appropriate support when needed
• Excellent organizational, communication, time management, and problem-solving skills
• Strong written and verbal communication
• Ability to work independently, prioritize competing demands, and follow through on responsibilities

Preferred

• Experience working in a mental health or medical clinic
• Familiarity with EHR systems and insurance billing processes
• Supervisory or team leadership experience
• Experience with social media platforms and basic social media management
• Familiarity with AI tools and an interest in identifying appropriate ways to use AI to improve administrative efficiency, communication, and workflows
• Experience supporting website or digital content updates

Core Skills

• Technology: Comfortable learning new software, managing multiple digital platforms, troubleshooting common technology issues, and adapting to evolving systems
• Organization: Strong ability to manage multiple priorities, maintain systems, and keep details from falling through the cracks
• Problem-Solving: Able to assess situations, identify solutions, and make sound day-to-day decisions independently
• Initiative: Anticipates needs, takes action, and follows through without requiring significant oversight
• Communication: Clear, professional, timely, and responsive communication with clients, clinicians, vendors, and leadership
• Attention to Detail: Consistent follow-through with documentation, scheduling, billing, compliance, and administrative tasks
• Adaptability: Comfortable working in a growing practice where priorities and needs may change

Soft Skills & Attributes

• Warm, empathetic, and professional
• Client-centered and committed to creating a positive experience
• Trustworthy and able to handle sensitive and confidential information
• Collaborative and comfortable working with a diverse clinical team
• Self-directed and accountable
• Calm and solution-focused when unexpected issues arise
• Able to balance attention to detail with the ability to see the bigger picture
• Comfortable asking questions while also demonstrating independent judgment
• Able to receive feedback, take ownership, and make adjustments when needed

Benefits

• Eligible for flexible personal time
• Professional development opportunities
• Supportive, mission-driven work environment
• Opportunity to contribute to the growth and development of a collaborative mental health practice

How to Apply

Please submit your resume and a brief cover letter to [email protected]. Applications will be reviewed on a rolling basis.

We’re looking for a dedicated, organized, proactive, and compassionate professional who can help us continue providing exceptional care to our clients and community.

Pay: From $30,000.00 per year

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Maple Grove, MN 55369