Team Support Specialist

About Cultivate Counseling: Cultivate Counseling is a group practice in Flagstaff, Arizona, made up of over 20 compassionate and experienced therapists. We specialize in a variety of mental health concerns, including PTSD, anxiety, depression, grief, OCD, and trauma, among others. We are committed to providing a safe, inclusive, and nonjudgmental space where individuals can embark on their healing journey with courage, hope, and the belief in change.

Position Overview: We are seeking an organized and compassionate Office Administrator to join our team. The ideal candidate will provide excellent administrative support, ensuring the smooth operation of our practice. This role requires someone who is comfortable working in a dynamic, fast-paced environment and is committed to supporting both clients and therapists with empathy and professionalism. The position is in-person at one of our 2 offices from 9-2 Mon-Fri.

Responsibilities

• Manage the practice’s scheduling, ensuring timely appointments for clients and coordination with therapists.
• Answer phone calls, emails, and inquiries, providing information about services, rates, and scheduling.
• Maintain accurate and confidential client records in our electronic health record system.
• Process insurance verifications, billing, and follow-up on claims.
• Assist with client intake, including gathering necessary forms and information.
• Coordinate office operations, ensuring the office is well-stocked and organized.
• Provide administrative support for our therapy team, including processing new client paperwork and maintaining office supplies.
• Maintain and update our website and social media profiles.
• Assist with marketing and outreach efforts as needed.

Qualifications

• Previous experience in an office or administrative role, preferably in a healthcare or mental health setting.
• Familiarity with electronic health record systems (experience with Theranest or similar software is a plus).
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to work independently and as part of a collaborative team.
• A compassionate and client-focused attitude.
• Strong proficiency in Google Workspace.
• Knowledge of HIPAA compliance and confidentiality standards.

Why Join Us: At Cultivate Counseling, we prioritize creating a supportive and empowering work environment. You will have the opportunity to work in a trauma-informed practice that values diversity, self-care, and personal growth. We are committed to providing our staff with the tools they need to succeed in their roles while maintaining a healthy work-life balance.