Job Opportunities

About the Role

We are seeking a reliable, highly organized Client Services & Administrative Coordinator to support administrative and client service operations across two affiliated organizations: Aspire Psychology and EverBright Minds.

Aspire Psychology is an established mental health group practice dedicated to providing thoughtful, evidence-based care in a collaborative and supportive environment.

EverBright Minds (EBM) is a growing coaching practice founded to address a clear gap in care for individuals navigating ADHD and executive functioning challenges. Through structured coaching, EBM helps students, professionals, and adults build practical systems for organization, time management, follow-through, and real-world execution.

This role will initially support both organizations, assisting with administrative operations, client coordination, and intake processes.

We are seeking someone who is professional, organized, proactive, and comfortable communicating with clients in a supportive and confident manner, while also managing administrative workflows with accuracy and attention to detail.

We value professionalism, attention to detail, and clear communication, and are looking for someone who takes pride in maintaining organized systems that support both clients and clinicians.

Why This Role Is Unique

This position offers a unique opportunity to support two mission-driven organizations working to expand access to mental health and executive functioning support.

While the role will initially include administrative and client coordination responsibilities across both Aspire Psychology and EverBright Minds, EverBright Minds is a rapidly growing organization with increasing operational needs.

For the right candidate who demonstrates strong organizational skills, initiative, and systems thinking, there may be opportunities over time to take on expanded responsibilities supporting practice operations, workflow organization, and program development within EverBright Minds.

This role is well suited for someone who enjoys both client-facing communication and behind-the-scenes operational work, and who is interested in growing alongside a developing organization.

Schedule & Classification

• Part-time W2 Employee (through Aspire Psychology)

• 20–28 hours per week (to start)

• Primarily Monday–Thursday during standard business hours

• Specific schedule will be established collaboratively based on practice needs

• Fully remote

Location Expectations

• This position is fully remote, including onboarding and training

• Applicants must be located within the United States

• Candidates should have a quiet, professional home workspace suitable for phone and video communication 

Primary Responsibilities

This role supports administrative and operational workflows for both EverBright Minds and Aspire Psychology. As EverBright Minds continues to grow, there may be opportunities for expanded hours and responsibilities over time with the right fit.

EverBright Minds Responsibilities

• Serve as the first point of contact for prospective coaching clients via phone and email

• Respond promptly and professionally to incoming inquiries

• Clearly explain:

  • Coaching services and packages

  • Pricing structure

  • What is included in each package

  • Payment and booking processes

  • Appropriateness of fit for coaching services versus therapy services

• Assist clients with scheduling 

• Proactively follow up with prospective clients who have expressed interest

• Send onboarding forms to new clients

• Upload completed documentation into Google Drive for coaches

• Maintain organized client inquiry tracking systems

• Track inquiry data and key metrics using Google Sheets or Excel

• Coordinate with coaches and the practice owner to ensure smooth client onboarding

• Respond to follow-up questions from current clients when appropriate

• Provide administrative support to the Founder and EBM coaches

As EverBright Minds continues to grow, the role may expand to includeadditional operational responsibilities, such as supporting workflow systems, internal organization, and practice operations, and documenting standard operating procedures.

Aspire Psychology Responsibilities

The Aspire Psychology portion of this role supports the administrative operations of a mental health group practice in Portland, Oregon.

Responsibilities include:

• Assist with receiving, reviewing, and processing medical records requests

• Support clinicians with requesting and tracking incoming records from outside providers

• Ensure records are processed in compliance with HIPAA and internal policies

• Maintain accurate documentation within the EHR system

• Provide administrative support to the Clinical Director, Practice Administrator, and Patient Care Coordinator

• Support internal administrative workflows and operational organization

• Assist with special administrative projects as needed

Required Experience & Qualifications

• Minimum 6 months of administrative experience within the past 4 years in a mental health, medical, healthcare, dental, or wellness-related setting

• Minimum 6 months of experience using an Electronic Health Record (EHR/EMR) system

• Familiarity with HIPAA compliance and handling confidential health information

• Strong computer proficiency and ability to learn new systems quickly

• Experience with Google Workspace (Drive, Docs, Sheets, Gmail) or similar platforms

• Familiarity with and openness to using AI 

• Excellent written and verbal communication skills

• Strong organizational skills and attention to detail

• Ability to manage multiple responsibilities while following established procedures

• Comfortable working independently in a remote environment

• Professional judgment when communicating with clients and handling sensitive information

Ideal Candidate

You are someone who:

• Communicates in a warm, professional, and confident manner

• Is highly organized and systems-oriented

• Enjoys creating structure and maintaining efficient workflows

• Is comfortable speaking with prospective clients and explaining services

• Can balance client-facing responsibilities with administrative detail work

• Is dependable, proactive, and able to manage responsibilities independently

• Is interested in growing with a developing organization

Compensation

$21–$24 per hour, depending on experience.

*This position is a part-time W2 role through Aspire Psychology, with the potential for expanded responsibilities, increased hours (full-time), more benefits, and higher compensation over time as EverBright Minds continues to grow.*

Benefits

• 401K retirement plan plus company match

• Paid sick time, vacation, and holidays

With growth to 30 or more hours, additional benefits include:

• Medical, dental, and vision insurance

• Additional paid time off

How to Apply

If you are excited about supporting organizations that are helping expand access to meaningful mental health care and executive functioning support, we would love to hear from you!

Applicants will be asked to provide:

• A resume

• A short paragraph explaining why you would be a strong fit for this role

• Your general availability during weekday business hours