Office Manager (Part-Time)

Milestones Psychology; New York (NY); On-site; USD 41,000 - 55,000; Full time

Benefits offered by this job

Pay rate

PTO 6 days

Paid sick days

Holidays off

Commuter benefits

Retirement plan

Job summary

Milestones Psychology is a growing psychology group practice with offices in the Flatiron District of New York City and in Greenwich, Connecticut. We are seeking a highly motivated Office Manager to oversee our practice’s needs, ensuring facilities, systems, and vendor relationships support clinical work.

The role is on-site, requiring strong communication, organization, and leadership to manage multiple responsibilities.

Qualifications

• 1-2+ years in office management or similar role.
• 2+ years supervisory experience over admin staff.
• Direct background in mental health is a plus.
• Strong organizational skills and proactive communication.
• Warm, steady presence with good judgment.
• Comfort with common tech tools (Google Workspace, MS 365, Adobe).
• Respect for confidentiality.

Responsibilities

• Keep the office clean, organized, comfortable, and well-stocked.
• Order and manage office and clinical supplies for both the Flatiron and Greenwich
• Supervise our administrative team both onsite and virtually, ensuring their support of the clinical staff is seamless.
• Manage communication and logistics for vendor services (IT, extermination, HVAC, cleaners, building management, etc.)
• Oversee mail, deliveries, and shipping.
• Own onsite troubleshooting for office staff (neuropsychological testing, maintenance issues, space logistics, etc.)
• Event planning for clinical and social on and offsite events
• Manage space planning and logistics for the practice
• Support clinicians with non-clinical needs, like room setup, equipment issues, and onboarding new team members to the space
• Keep the office safe and compliant (emergency procedures, fire safety checks, first aid supplies)
• Assist with larger projects like office moves, furniture updates, or team events
• Assist with light clerical items like scanning, front-desk monitoring, directing patients, etc.

Skills

Strong organizational skills

Excellent communication

Reliability and discretion

Team leadership

Adaptability

Tools

Google Workspace

Microsoft 365

Adobe

iPad

Job description

Milestones Psychology is a thriving psychology group practice in the Flatiron District of New York City and in Greenwich, Connecticut. We are a group of multidisciplinary clinicians who specialize in working with children in preschool through students in college, their families and their schools. We pride ourselves on providing cutting-edge evidence-based interventions to help our clients achieve their goals.

Milestones Psychology is looking for a highly motivated and organized Office Manager. The Office Manager is an on-site role based out of our Flatiron office that oversees the needs of our practice, ensuring that our facilities, systems, and vendor relationships support the clinical work we do. We are looking for a self-starter, someone who is an excellent communicator and can effectively handle multiple responsibilities at the same time. The Office Manager is a highly visible supervisory role at Milestones, therefore, we are looking for someone with reliability, a warm demeanor, and adaptability.

This role has a requirement for onsite 4 days a week for 4 hours a day, Monday-Thursday during business hours 10:00am - 2:00pm.

Responsibilities

• Keep the office clean, organized, comfortable, and well-stocked.
• Order and manage office and clinical supplies for both the Flatiron and Greenwich
• Supervise our administrative team both onsite and virtually, ensuring their support of the clinical staff is seamless.
• Manage communication and logistics for vendor services (IT, extermination, HVAC, cleaners, building management, etc.)
• Oversee mail, deliveries, and shipping.
• Own onsite troubleshooting for office staff (neuropsychological testing, maintenance issues, space logistics, etc.)
• Event planning for clinical and social on and offsite events
• Manage space planning and logistics for the practice
• Support clinicians with non-clinical needs, like room setup, equipment issues, and onboarding new team members to the space
• Keep the office safe and compliant (emergency procedures, fire safety checks, first aid supplies)
• Assist with larger projects like office moves, furniture updates, or team events
• Assist with light clerical items like scanning, front-desk monitoring, directing patients, etc.

Requirements

• 1-2+ years of experience in office management, administration, or a similar role, ideally in a mental health setting.
• 2+ years of experience in a supervisory position over other administrative personnel.
• Direct background in mental health is a plus!
• Strong organizational skills
• Excellent and proactive communication, written and verbal
• Initiative and attentiveness to address items and foresee potential items and problem-solving in a timely manner
• A warm, steady presence and good judgment
• Comfort with everyday technology (Google Workspace, Microsoft 365, Adobe, ipads, etc.)
• Clear, friendly communication with colleagues and vendors
• Respect for confidentiality. Even though you won't work with client information directly, you may be around sensitive materials, and discretion is essential.

Benefits

• Pay is $30-40/hr based on experience
• 6 PTO days a year and 5 paid sick days
• Holidays off (Thanksgiving, day after Thanksgiving, Christmas Day, New Years Day, Memorial Day, Independence Day, Labor Day).
• Commuter benefits
• Access to retirement program through NY Choice