Practice Culture & Operations Coordinator

You'll run the day-to-day office experience while serving as the in-person connection between clinicians and remote leadership: present when we can't be, attuned to what the team needs, and trusted by everyone in the building. Think of it as a practice ombudsman: a representative of the people in the room when leadership can't be there.

What you will actually do:

You will be based at a dedicated desk in our waiting area, the first point of contact for anyone who walks through the door.

Operations

The operational side of this role is what makes everything else possible. When the office runs smoothly, clinicians can focus entirely on their work.

Keep shared spaces stocked, tidy, and welcoming between cleaning visits
Be the point person for day-to-day questions from clinicians and clients, including greeting clients warmly and helping with general logistics (location, parking, where to wait)
Troubleshoot tech issues independently: wifi, printers, video conferencing, and other office devices
Use Google Workspace, Microsoft Office, Slack, and similar tools fluently, and pick up new software quickly
Run practice-related errands as needed. Reliable personal transportation required.
Coordinate with the clinical director on supply needs and facility issues
Handle faxes, deliveries, and supplies up to 50 lbs

Culture and events

Stay attuned to the social ecosystem of the office and respond proactively
Plan, promote, and run monthly social touchpoints and quarterly team events: trivia nights, team lunches, holiday party
Collaborate with leadership on office decor and acknowledge team milestones: birthdays, anniversaries, new clinician welcomes

Liaison and support

This is the quiet center of the role. You are not managing anyone. You are holding the space steady, keeping the right people informed, and making sure nothing important falls through the cracks.

Be a consistent, trusted point of contact between clinicians and the clinical director, helping ensure concerns are heard, understood, and followed through on
Use judgment to handle day-to-day issues independently, and surface patterns or higher-impact concerns to leadership
Translate what the team needs into practical, solution-focused asks that the clinical director can act on
Notice patterns early and bring them forward in a thoughtful, constructive way (for example, recurring workflow issues, team dynamics, or gaps in communication)

Admin support (as needed)

Coordinate monthly travel for remote leadership: flights, hotels, and ground transportation
Provide light support to the intake coordinator on administrative tasks as needed
Contribute ideas and help identify ways to improve day-to-day workflow

Social media (when time allows)

If this feels energizing rather than like a chore, you will likely enjoy this part of the role.

Collaborate with leadership on content strategy: mental health awareness, community support, office culture, and practice values
Create content using Canva during downtime, with engagement-focused thinking

What we are looking for

Must haves

Autonomous judgment, Social intelligence, Discretion, Proactive communication, Tactful communication

Logistics follow-through, Warmth with clear limits, Frames needs as solutions, Unflappable under pressure

Tech savvy with devices and software, Quick software learner, Reliable transportation

Nice to have

Canva experience, Social media management, Event planning background, Travel coordination

Background in social work/public health/healthcare, Knowledge of mental health or person-centered care

Those with backgrounds in social work, public health, or healthcare are especially encouraged to apply.

Benefits

Flexible scheduling within required hours
Mileage reimbursement for practice-related errands
Professional development stipend, with Mental Health First Aid certification suggested as a starting point
A set number of subsidized therapy sessions per year

For those interested in growing into a Practice Operations Manager role over time, we offer a stipend toward mental health operations certification and relevant coursework. This is an opportunity, not a requirement. We are happy with you exactly where you are.

Details

Schedule

15-20 hours per week. Regular in-office days required. Specific days agreed at hire.

Compensation

$18-22/hr depending on experience. This is a high-trust, people-centered role with a clear growth path toward Practice Operations or Practice Management for the right person.

To be considered, you must be available for consistent in-person hours in Tacoma, have reliable transportation, be comfortable in a clinical environment, and be genuinely people-oriented in your working style.

This role requires consistent in-person presence in our Tacoma office. Remote or hybrid arrangements are not available.

How to apply

Send a resume along with short answers to the two questions below. These are not a formal cover letter, just honest and specific replies. We read every application. We will not follow up on applications that do not include answers to both questions.

Question 1

Describe the environment where you do your best work: the kind of office, the kind of people, the kind of pace. What brings out the best in you professionally?

Most strong responses are 4-8 sentences.

Question 2

Tell us about a time you noticed something was off with a person, a team dynamic, or an environment, before anyone else said anything. What did you do with that observation?