Practice Operations Coordinator

PATHWAYS DEVELOPMENTAL THERAPY INC; Santa Monica (CA); Hybrid; USD 26,000 - 36,000; Part time

Benefits offered by this job

Competitive salary

Flexible schedule

Opportunity for advancement

Job summary

Pathways Developmental Therapy is seeking a Part-time Practice Operations Coordinator (approx. 20 hours/week) in Santa Monica. This role focuses on keeping the pediatric practice organized, coordinating schedules, and driving projects to completion.

Responsibilities include scheduling, communication with families and schools, screenings coordination, materials and event logistics, and supporting marketing and office operations. Flexible in-office and remote work options are available.

Qualifications

• Exceptional organizational skills and attention to detail.
• Ability to take ownership and manage projects from start to finish.
• Strong written and verbal communication with families and schools.

Responsibilities

• Manage day-to-day scheduling: fill openings, coordinate make-up sessions, reschedule, and communicate changes.
• Regularly communicate with parents, therapists, teachers, schools, and community partners.
• Follow up on emails, paperwork, forms, and outstanding tasks.
• Coordinate school speech and language screenings from start to finish.
• Prepare materials and logistics for parent presentations, events, screenings, and outreach.
• Support office organization, supplies, therapy materials, and general needs.
• Track projects with deadlines and outline next steps.
• Support marketing efforts: newsletters, social media, Canva materials, website updates, Google reviews, outreach.
• Maintain spreadsheets, contact lists, trackers, and systems.
• Ensure projects do not fall through the cracks.

Skills

Highly organized

Detail-oriented

Proactive

Ownership

Strong communication

Independent decision making

Team collaboration

Tools

Google Workspace

Canva

Job description

Benefits:

• Competitive salary
• Flexible schedule
• Opportunity for advancement

Practice Operations Coordinator

Pathways Developmental Therapy is a busy pediatric speech and language practice in Santa Monica. We are looking for a highly organized, proactive, and warm Practice Operations Coordinator to help manage the day-to-day operations of our practice.

This is not a traditional front desk position. We are looking for someone who enjoys taking ownership, following projects from beginning to end, communicating with families and schools, and making sure the details behind a busy pediatric practice are handled well.

The right person is someone who notices what needs to be done, follows through without needing constant reminders, and genuinely enjoys creating order and keeping things moving.

Responsibilities include:

• Managing day-to-day scheduling, including filling openings, coordinating make-up sessions, rescheduling appointments, and communicating schedule changes with families and therapists
• Communicating regularly with parents, therapists, teachers, schools, and community partners
• Following up on emails, paperwork, forms, and outstanding tasks
• Coordinating school speech and language screenings from start to finish, including rosters, consent forms, schedules, materials, communication, and follow-up
• Preparing materials and logistics for parent presentations, school events, screenings, and community outreach
• Supporting office organization, supplies, therapy materials, and general office needs
• Helping manage ongoing projects and keeping deadlines and next steps organized
• Supporting Pathways marketing efforts, including newsletters, social media, Canva materials, website updates, Google reviews, and school/community outreach
• Maintaining spreadsheets, contact lists, trackers, and organizational systems
• Helping make sure projects don't fall through the cracks

We are looking for someone who is:

• Exceptionally organized and detail-oriented
• Proactive and comfortable taking ownership of responsibilities
• Warm, polished, and professional when communicating with families and schools
• An excellent written communicator
• Comfortable making routine decisions independently
• Able to manage multiple projects and deadlines at once
• Comfortable with Google Workspace and learning new technology
• Familiar with Canva, social media, email marketing, or website platforms, or willing and able to learn
• Reliable and consistent with strong follow-through
• Comfortable working both independently and collaboratively with a small team

Experience in a pediatric practice, private practice, school, medical office, education setting, or similar environment is a plus, but the right personality, organizational skills, and ability to take initiative are most important.

This is a part-time position of approximately 20 hours per week, with a combination of scheduled in-office hours at our Santa Monica office and flexible administrative/project hours.

Flexible work from home options available.