Full-Time Office Manager Position

The Snow Psychology Group, LLC; Rockville, Northern (MD, KY); Hybrid; USD 55,000 - 70,000; Full time

Benefits offered by this job

Health insurance

401(k) with employer match

Job summary

The Snow Psychology Group, LLC is seeking an organized Office Manager/Executive Assistant to run daily operations and support our mental health practice in Rockville, MD. You will manage client intake, scheduling, and communications, while coordinating with clinicians and partners.

Responsibilities include maintaining databases, supporting the Practice Director, and ensuring HIPAA-compliant handling of sensitive information. Join a warm, patient-focused team dedicated to excellent care.

Qualifications

• Bachelor’s degree.
• Experience with databases, Excel, and CRM software.
• EHR systems experience preferred but not required.
• Strong organizational, communication, and proactive problem-solving skills.
• Excellent interpersonal skills for external providers.
• Discretion and empathy in handling sensitive information.

Responsibilities

• Manage daily workflows, scheduling, and client intake.
• Support Practice Director with confidential tasks and communications.
• Maintain client databases, Excel spreadsheets, and CRM systems.
• Coordinate with clinicians to streamline administrative needs.
• Build and maintain referral relationships with practices and partners.
• Coordinate marketing efforts and promotional materials.
• Serve as primary contact for client inquiries by phone, email, and front desk.
• Ensure HIPAA-compliant handling of patient information.
• Keep the office organized, professional, and welcoming.

Skills

Databases

Excel

CRM software

EHR experience

Organization

Communication

Proactive problem-solving

Discretion & Empathy

Outreach

Education

Bachelor’s degree

Tools

CRM software

Excel

EHR systems

Job description

Full-Time Office Manager Position

We are seeking an organized, proactive, and compassionate Office Manager/Executive Assistant to run our daily operations and support our community outreach. In this role, you will be the backbone of our mental health practice—managing systems, coordinating clinical workflows, and building relationships with local healthcare professionals.

If you are a detail-oriented professional who brings a calm, positive presence to a clinical environment, we want to hear from you.

What You’ll Do (Key Responsibilities)

• Practice Operations: Manage daily workflows, scheduling, and the client intake process.
• Director Support: Partner directly with the Practice Director to handle confidential tasks, prepare practice communications, and manage administrative priorities.
• Data & CRM Management: Maintain client databases, Excel spreadsheets, and CRM systems with high accuracy.
• Clinician Support: Coordinate with our mental health professionals to streamline their administrative needs.
• Outreach & Networking: Build and maintain referral relationships with practices and community partners.
• Practice Marketing: Coordinate marketing efforts and manage promotional materials.
• Client Relations: Act as the primary, welcoming contact for client inquiries via phone, email and the front desk.
• Compliance: Handle sensitive patient information and paperwork in strict accordance with HIPAA guidelines.
• Office Environment: Maintain the physical office to be organized, professional, and welcoming.

What We’re Looking For (Qualifications)

• Education: Bachelor’s degree.
• Technical Expertise: Proven experience working with databases, Excel, and CRM software required.
• EHR Experience: Prior experience with Electronic Health Record (EHR) systems preferred, but not mandatory.
• Core Skills: Strong organizational, communication, and proactive problem-solving abilities.
• Outreach Skills: Excellent interpersonal skills to professionally represent the practice to external providers.
• Discretion & Empathy: Absolute commitment to confidentiality and handling sensitive situations with grace.
• Environment: Poised and comfortable working in a busy mental health office.

Why You’ll Love Working Here

• Compensation: Competitive pay, Health Insurance including Medical, Dental, and Vision, and 401k with 4% employer match
• Impact: A meaningful role where your administrative excellence helps provide a seamless, comforting experience for people seeking mental health support.
• Support: A warm, collaborative team environment where we take care of our staff just as we do our clients.
• Balance: Family friendly practice that support a healthy work-life balance.

About Our Practice

At The Snow Psychology Group, we believe the first voice a client hears sets the tone for their care. We are a supportive mental health practice dedicated to making every patient feel seen, comfortable, and cared for. Our administrative team is at the very heart of that mission.

Staff dinner at home