Administrator in Austin, Texas at Mindfully Behavioral Health

Therapy Austin is a strong and inclusive community seeking a compassionate, self-motivated, and collaborative Administrator to support the Executive Operations Director with the financial management, staffing, marketing, quality improvement, customer service, and facility management of the practice.

Schedule: Monday through Friday, 9:00am to 5:00pm.

Salary range: $19 to $24 per hour depending on experience.

Full-time Benefits:

• Health, vision, and dental
• Paid time off
• Paid recharge days
• HSA with employer match
• Dependent care FSA
• Employer-paid Life and AD&D insurance
• Employer-paid short-term and long-term disability
• WellWorks wellness program
• Employee assistance program
• 401k with employer match

Essential Duties & Responsibilities

• Coordinate clinician scheduling, room utilization, and client movement (holds, transfers, terminations), ensuring accuracy and adherence to operational requirements.
• Maintain caseload tracking and support overall scheduling integrity across systems.
• Serve as the primary point of contact for employee operational needs, including scheduling, systems support (e.g., EHR), and general inquiries.
• Support onboarding, offboarding, and employee lifecycle processes, including maintaining records, coordinating recruitment logistics, and administering internal programs (e.g., professional development, reimbursements, accommodations).
• Support timesheet accuracy, PTO tracking, and payroll processes in collaboration with managers and Finance.
• Maintain accurate client billing accounts, assist with reconciliations and adjustments, and respond to billing-related questions from clients and clinicians.
• Liaise with Finance to support accounts payable and employee reimbursement requests.
• Ensure adherence to agency policies and support implementation of operational updates.
• Monitor operational trends, documentation, and staff activity; escalate concerns as appropriate.
• Identify process gaps and contribute to the development and maintenance of policies, procedures, and internal documentation.
• Support internal communications, reporting, and documentation, including newsletters and organizational updates.
• Assist with office operations, vendor coordination, staff engagement initiatives, and special projects.
• Collaborate with leadership to support operational priorities and key performance indicators.
• Perform additional duties as needed to support the organization.

Skills, Requirements, & Qualifications

• Highly organized with strong time management skills and attention to detail.
• Strong interpersonal skills; approachable, professional, and able to work effectively with a wide range of team members.
• Solution-oriented with the ability to problem-solve and navigate competing priorities.
• Able to work independently while maintaining strong follow-through and accountability.
• Demonstrates discretion and sound judgment when handling confidential information.
• Experience supporting administrative, operational, or executive-level functions preferred.
• Basic project management skills, with the ability to track tasks and move work forward
• Associate’s or Bachelor’s degree in Business or a related field, or equivalent work experience; at least 1 year of experience in operations or administrative support preferred.
• Proficient in Google Workspace (Docs, Sheets, Slides) or Microsoft Office (Word, Excel, PowerPoint).
• Ability to support occasional after-hours facility or operational needs as they arise.
• Full-time availability (40 hours per week); in person availability during standard administrative hours (Monday–Friday, 9:00 AM–5:00 PM).

Learn more about us at Therapy Austin!

Mindfully Behavioral Health is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and internship. Mindfully Behavioral Health makes hiring decisions based solely on qualifications, merit, and business needs at the time. Furthermore, the Company will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship.