HR & Practice Operations Specialist

Counseling Speaks; Barrington (IL); On-site; USD 34,000 - 55,000; Part time

Job summary

Counseling Speaks is seeking an experienced HR & Practice Operations Specialist to manage the people and administrative side of our growing private mental health practice in Illinois. You will handle onboarding, offboarding, paperwork, and documentation, working closely with the practice owner to support therapists and staff.

The role requires hands-on HR experience in a private mental health setting, strong familiarity with Gusto, and the ability to manage both employees and independent

Qualifications

• Hands-on HR experience in private mental health/healthcare practices.
• Experience onboarding/offboarding therapists or healthcare professionals.
• Strong experience with Gusto payroll.

Responsibilities

• Manage onboarding process for therapists and staff.
• Manage therapist and staff offboarding when someone leaves the practice.
• Coordinate required paperwork, agreements, tax forms, and onboarding documentation.
• Assist with employee and independent contractor setup.
• Manage HR-related processes through Gusto.
• Help manage payroll-related information and employee/contractor records.
• Maintain organized personnel files and documentation.
• Track therapist licenses, renewals, credentials, and deadlines.
• Assist with credentialing and insurance/payer-related administrative processes.
• Ensure therapists have completed required documentation before beginning work.
• Maintain HR policies, procedures, and onboarding/offboarding checklists.
• Inform practice owner about deadlines, missing documentation, and HR issues.
• Help establish organized systems as the practice grows.
• Communicate with therapists, staff, vendors, and professionals as needed.
• Identify gaps in HR/administrative processes and recommend improvements.

Skills

HR experience

Private mental health experience

Onboarding/offboarding therapists

Gusto payroll

Contractor management

Licensing/credentialing

Illinois/multi-state licensing

Organized and detail-oriented

Independent ownership

Direct communication with owner

Proactive problem solving

Tools

Gusto

Job description

HR & Practice Operations Specialist

Private Mental Health Practice

Our private mental health practice is looking for an experienced HR & Practice Operations Specialist to help manage the people and administrative side of our growing practice.

We are looking for someone who has hands‑on HR experience and experience working with private mental health, therapy, behavioral health, or healthcare practices.

This role will work closely with the practice owner and help ensure that therapists and staff are properly onboarded, supported, and offboarded.

• Manage the onboarding process for new therapists and staff
• Manage therapist and staff offboarding when someone leaves the practice
• Coordinate required paperwork, agreements, tax forms, and other onboarding documentation
• Assist with employee and independent contractor setup
• Manage HR-related processes through Gusto
• Help manage payroll-related information and employee/contractor records
• Maintain organized personnel files and documentation
• Track therapist licenses, renewals, credentials, and important deadlines
• Assist with credentialing and insurance/payer-related administrative processes
• Help ensure therapists have completed required documentation before beginning work
• Help maintain HR policies, procedures, and onboarding/offboarding checklists
• Keep the practice owner informed about upcoming deadlines, missing documentation, and HR-related issues
• Help establish organized systems as the practice continues to grow
• Communicate with therapists, staff, vendors, and other professionals as needed
• Help identify gaps in the current HR and administrative processes and recommend improvements

• Previous HR experience
• Experience working with a private mental health or therapy practice
• Experience onboarding and offboarding therapists or other healthcare professionals
• Strong experience with Gusto
• Comfortable working with both employees and independent contractors
• Familiarity with therapist licensing and credentialing
• Experience with therapists licensed in Illinois and/or multiple states
• Highly organized and detail-oriented
• Able to work independently and take ownership of responsibilities
• Comfortable communicating directly with a practice owner
• Able to identify what needs to be done rather than waiting to be given every task

A strong candidate will bring:

HR knowledge + private mental health practice experience + Gusto experience.

This is an opportunity for someone who enjoys creating organized systems and helping a practice owner stay on top of the HR and administrative side of running a growing practice.

Position: Part-time or contract
Schedule: Flexible
Experience: Previous HR and mental health practice experience preferred