Care Coordinator / Administrative Assistant

Care Coordinator / Administrative Assistant (Part\-Time)

Upshur Bren Psychology Group \| Hybrid (Pelham, NY preferred but not required)20 hours/week \| $20–$25/hour (W\-2\)

Upshur Bren Psychology Group is excited to invite applications for a part\-time Care Coordinator / Administrative Assistant to join our growing team.

This is a unique opportunity for someone who is highly organized, and can warmly guide families through their first contact with our practice while also helping our internal systems run smoothly behind the scenes.

If you are energized by meaningful conversations, love creating clarity out of complexity, and take pride in delivering an exceptional client experience, we’d love to meet you.

About the Role

As a Care Coordinator, you will often be the very first voice a prospective client hears. You will conduct consult calls, help families feel understood and supported, and guide them through the onboarding process with professionalism and warmth.

This role blends emotional intelligence with operational precision. It is both client\-facing and systems\-oriented — ideal for someone who enjoys balancing connection and structure.

Your work will directly influence access to care, client experience, and overall practice flow. You will report directly to our Practice Operations Manager and collaborate closely with our clinical leadership team.

What You’ll DoConduct Consult Calls \& Support Intake

• Lead 10–14 consult calls per week (20–30 minutes each)
• Use a structured framework to assess client needs while remaining flexible and responsive
• Conduct risk screening (with clear escalation support available)
• Match clients with clinicians based on specialty, personality fit, and availability
• Follow up with prospective clients to support getting them timely access to care
• Maintain accurate tracking of consult outcomes and next steps

Guide New Clients Through Onboarding

• Support clients from initial inquiry through their first appointment
• Ensure all required paperwork is sent to the client, and communicate expectations around completing paperwork prior to intake sessions
• Provide clear communication about scheduling, policies, private pay structure, and insurance reimbursement support
• Respond to phone and email inquiries within established response time standards
• Assist with Good Faith Estimate processes (training provided)

Provide Administrative \& Operational Support

• Support clinician scheduling and calendar coordination
• Maintain accurate records within our electronic health record (SimplePractice)
• Assist with CRM updates and referral tracking
• Help refine workflows and identify opportunities to improve efficiency
• Provide general administrative support to the operations team, clinical team, and leadership team

Who You Are

You’re a great fit for this role if you:

• Are looking for a long\-term role with opportunities for growth
• Have 1–3 years of experience in care coordination, healthcare administration, customer service, or a related client\-facing role
• Are confident leading structured conversations over the phone
• Can think on your feet in emotionally nuanced situations
• Communicate with warmth, clarity, and professionalism
• Are highly organized and detail\-oriented
• Feel comfortable discussing fees and private pay services respectfully and directly
• Are comfortable conducting basic risk screening with training and clear support from the operations and clinical team
• Value collaboration and team communication
• Maintain strong boundaries around confidentiality and professionalism (HIPAA compliance required)

Experience in a mental health or healthcare setting is strongly preferred but not required.

Bachelor’s degree required.

Schedule \& Location

• 20 hours per week (part\-time, W\-2\)
• Flexible scheduling during business hours
• Primarily remote, though local candidates may occasionally assist with in\-person administrative tasks in Pelham, NY

Compensation \& Benefits

• $20–$25/hour (based on experience)
• 40 hours of PTO annually (accrued per pay period)
• Opportunities for professional growth and expanded responsibilities over time
• Potential pathways into senior care coordination, operations, marketing, or full\-time roles as the practice continues to grow

About Upshur Bren Psychology Group

Upshur Bren Psychology Group is a women\- and mother\-led private practice dedicated to providing compassionate, evidence\-based care to families in Southern Westchester and beyond. We specialize in child and adolescent therapy, parenting support, women’s mental health, and family systems work. We provide therapy, parent coaching, consultation, and optional psychological assessments through a hybrid model (in\-person Pelham, NY \+ telehealth).

We value warmth, collaboration, and clinical excellence. Our culture prioritizes thoughtful systems, meaningful relationships, and a family\-friendly work environment where team members can grow professionally while maintaining balance in their personal lives.

Learn more about us at upshurbren.com.

Application Process

To apply, please email eschallmoser@upshurbren.com stating your interest, and she will send you a job application form to complete. From there, we will be in touch about next steps.

Applications will be reviewed on a rolling basis.

We are committed to building a diverse, inclusive, and supportive workplace. If you’re excited about this role but don’t meet every single qualification, we encourage you to apply — you may be exactly who we’re looking for.

Pay: $20\.00 \- $25\.00 per hour

Benefits:

• Paid time off
• Work from home

Work Location: Remote