CLINIC COORDINATOR -PT

THE AYURVEDIC INSTITUTE; Asheville (NC); On-site; USD 42,000 - 62,000; Full time

Job summary

The Ayurvedic Institute seeks a Clinic Operations Coordinator to manage scheduling, payments, inventory, and clinic staffing for the Ayurvedic Center for Healing, Life, and Longevity. The role emphasizes organization, service excellence, and cross‑department collaboration in a busy educational clinical setting.

Proficiency with GSuite, Mindbody, apothecary software, Shopify, and Asana is required to keep records accurate and maintain a welcoming, well‑run clinic for students, staff, and clients.

Qualifications

• The ideal person loves Ayurveda and the Institute's mission.
• Strong communication and organizational skills with data access ease.
• Experience interpreting policies, handling confidential issues, and data analysis.
• Able to balance creative development with extensive client and staff interaction.
• Positive, harmonious, adaptable to change, and tech‑savvy.
• Occasional evening or weekend work and professional dress.

Responsibilities

• Coordinate all clinic activities and serve as main contact for clinic matters.
• Ensure weekly appointment slots are filled for consultations.
• Organize inventory, perform general duties, and assist with apothecary needs.
• Create student and supervisor schedules with faculty weekly.
• Communicate respectfully with students, community, and clients.
• Maintain a welcoming clinic environment and guide inquiries to resources.
• Schedule visits, keep detailed records, and audit for accuracy.
• Learn and train on formulas and inventory maintenance to prevent stockouts.
• Coordinate with other departments on client care and support Edu Team tasks.
• Attend meetings and report statistics to Edu and accounting teams.

Skills

Ayurveda passion

Communication skills

Organizational skills

Policy interpretation

Team collaboration

Technology savvy

Tools

GSuite

Mindbody

Shopify

Asana

apothecary software

POS system

Job description

Description

Company Statement

The Ayurvedic Institute is a non-profit 501(c)3 organization that teaches the principles and practices of Ayurveda, the ancient science of life. We provide authentic education in a supportive environment that encourages the integration of Ayurveda by individuals into their daily living and by health care professionals into their clinical practices.

Position Statement

The Clinic Operations Coordinator for the Ayurvedic Institute’s Ayurvedic Center for Healing, Life, and Longevity is responsible for creating a clinic environment which enables superb service and experiences. This includes the responsibilities of scheduling, taking payments, stocking and working with both staff and the public. This is a position that requires organization, follow through, working at a desk mostly, communication skills, and the ability to become proficient in various technologies.

Responsibilities - (not limited to)

• Coordination of all clinic activities and being the main point of contact for all things “clinic”
• Ensure appointment slots are filled each week for all consultations
• Responsible for organizing, maintaining inventory, cleaning, and other general duties
• Work with faculty to create student and supervisor schedules each week for each class (ASP1, ASP2, ASP3)
• Communicate with respect, kindness, and knowledge when talking with students, community, and clients
• Ensure a welcoming environment within the clinic
• Answering general inquiries and guiding individuals to the appropriate resource
• Scheduling clinic visits and consultations
• Keeping detailed records and auditing records for completion and accuracy within our system
• Learn and train on how to make formulas and keep the apothecary inventory accurately maintained so that nothing is low or out of stock
• Coordinating with other departments on care for clients.
• Assisting Clinic Practitioners in any projects/tasks/initiatives for the Ayurvedic Institute
• Work as a team member of the Edu Team: working together to ensure the success of the Institute
• Supporting school store and being familiar with check in / out, purchasing procedures
• Attend scheduled meetings and brainstorming solutions for the school / clinic
• Reporting weekly, monthly, quarterly, and yearly statistics to the Edu team and accounting team

Requirements

Qualifications:

• The ideal person will have knowledge of and a passion for Ayurveda and The Ayurvedic Institute’s mission, an orientation towards stewardship and an excitement for and dedication to co-creating experiences which help to contribute to well-being.
• Candidates need to enjoy working with complex and emergent situations where there may not be one right answer or formula to follow, have strong communication skills and be able to have systems to keep organized where accessing data comes with ease.
• Candidates will need to have experience contributing to, interpreting and implementing policies and procedures, skills to gather, analyze and present data, and the ability to make informed determinations and judgments on a range of confidential and/or sensitive issues.
• Candidates must be excited about and able to effectively combine both creative development work with a lot of interaction with people and detailed oversight and management of projects, files and tasks.
• Candidates will be someone others can trust and with whom they can enjoy working. That includes being open, seeing possibilities and being excited about change as we are continually evolving our programs.
• This position requires occasional evening or weekend work and professional dress.
• Ayurvedic Institute alumni are encouraged to apply.
• Candidates must be positive, be harmonious with others, live by the Core Values of the Ayurvedic Institute.
• Be able to proficiently use technology such as: GSuite, email, phone systems, Mindbody software, apothecary software, Shopify, Asana, etc
• Candidate must be computer using and learning new technology (i.e. web-based software, POS system, etc.)

Physical Requirements - (not limited to)

• Must be able to lift, push, pull, and carry up to 50 lbs.
• Must be able to stand, stoop, bend, crawl, reach above and below shoulders, repetitive arm and wrist use, climb ladders and stairs, and walk on uneven surfaces.
• Must be able to operate motor vehicle or provide transportation to travel to various properties in city.
• Must be able to see and hear.
• Must be able to communicate verbally and in writing.
• Must be able to work around moderate noise level.