Operations Assistant

Who We Are:

Mindful Support Services is a mental health organization focused on business-to-business support for independent therapy and psychiatric private practices. Since 2011, we have been providing administrative and organizational services to simplify the processes of sourcing, marketing, and billing with patients and insurers. Our teams support 1,500 mental health providers and over 20,000 patients per week across 13 locations and virtually via Telehealth.

We are a company dedicated to the complex mission of improving access to high quality mental healthcare in our community. We are driven by our tenets of respect, authenticity, collaboration, and perseverance and instill these qualities into everything we do.

About the Role

The Operations Assistant I will work collaboratively with team members, contractors, vendors, and other departments within the company to contribute to a range of daily tasks and project support. Duties will include providing day-to-day support of the EHR and other software platforms, maintaining provider profiles, supporting with workflow automations across departments, assisting with project work, and implementing website updates. The ideal candidate will have strong Excel skills, experience in project coordination, workflow automation software, and a learner mentality. This is a full-time position.

Responsibilities:

• Manage the flow of internal Zendesk tickets and collaborate with team members to resolve tickets.

• Manage shared Operations email inbox, ensuring that messages are responded to in a timely manner.

• Manage provider access to the Provider Portal, creating new accounts and closing-out termed providers.

• Manage the flow of provider business card orders, create templates & send to providers for approvals, and ensure successful delivery of orders.

• Support with SharePoint management, page design, and upkeep.

• Assist with website management and upkeep.

• Take, edit, and post new employee headshots.

• Collaborate across departments to write, compile and/ or edit documentation for key business processes.

• Support members of the Operations team with carrying out project work.

Requirements

Qualifications

• Bachelors degree and 1-2 years related experience and/or training; or equivalent combination of education and experience

• Demonstrated ability to adapt quickly to technology and knowledge to troubleshoot alternative software tools as needed; previous experience with workflow automations software and CRMs is a plus!

• Experience in Adobe Creative Suite (specifically InDesign and Photoshop) or similar programs.

• Experience using DSLR cameras preferred.

• Moderate lifting is occasionally required (up to 50 lbs.)

• Personal vehicle required due to travel between worksites or other locations

Core Competencies

• Discreet, tactful, emotionally intelligent with highly collaborative interpersonal skills.

• Demonstrated ability to communicate effectively with vendors and inter-departmentally.

• Scheduling and record-keeping.

• Learner mentality, and willingness to step into new challenges.

• Excellent written and verbal skills with razor-sharp accuracy and thoroughness in completing all tasks.

• Ability to work independently and in a team environment.

• Ability to work autonomously, with minimal supervision, manage your time responsibly and be accountable for completing daily tasks and meeting project deadlines.

• Strong organizational and problem-solving skills.

• Expert Proficiency in Microsoft Office suite.

Work Environment

The position is based in-person at the Headquarters – Taylors Landing location initially. After an initial training period this position will work in-person at both our Headquarters – Taylors Landing and Headquarters – Meridian North locations and requires travel to all Mindful Support Services office locations, including occasional out-of-state business trips. The position also requires off-site travel as needed to support with job requirements such as projects, equipment/supply needs, and repairs.

The responsibilities described are not intended to be a comprehensive list of requirements for this job. Responsibilities, duties, and activities may change at any time with or without notice

Benefits

Compensation and Benefits:

75% employer covered Health, Dental & Vision benefits plan

401(k) savings plan with employer matching upon eligibility

8 paid holidays

15 PTO days accrued annually

Professional and career development opportunities

Compensation evaluated with opportunities for advancement

Job Type: Full-time, Fully In-Office

Pay: $49,000-$52,000 per year

We are an equal opportunity employer committed to creating a progressive workplace based on teamwork, integrity, and customer service. We are committed to cultivating the long-term professional potential of our team. Background check required for employment.