Client Services Coordinator

Organizational Overview

Founded in 2004, Cognitive & Behavioral Consultants (CBC) is a leading mental health organization committed to helping individuals and families thrive. CBC specializes in evidence-based therapies, providing high-quality psychological care to children, adolescents, adults, couples, and families. Our mission is twofold:

• To create lasting, positive change for our clients through personalized, evidence-based treatment plans.
• To train and empower professionals locally, nationally, and globally to deliver top-tier care.

At CBC, our clinical team is renowned for their expertise in therapies such as Cognitive Behavioral Therapy (CBT), Dialectical Behavior Therapy (DBT), Acceptance and Commitment Therapy (ACT), and more. We also offer extensive training and consultation services for schools, organizations, and businesses. Our collaborative environment fosters professional growth and ensures our clinicians have the tools to excel in their practice while delivering cutting-edge treatments.

Position Overview

CBC is dedicated to providing exceptional support and services to our clients and team members. We are looking for a highly organized and proactive Client Services Coordinator to ensure seamless operations, provide excellent client service, and support various administrative and program functions.

Responsibilities

Client & Visitor Support:

• Provide a welcoming and efficient point of contact for clientele, CBC personnel, and visitors.
• Ensure the front desk is covered at all times.
• Monitor practice voicemail, track issues, and resolve inquiries.
• Assist clients, visitors, and clinicians with ad hoc requests.

Administrative Support:

• Open or close, and maintain the office.
• Assist with onboarding and offboarding tasks.
• Provide basic AV/IT support and assist with in-person trainings.
• Set up and coordinate refreshments for staff and large meetings.
• Manage the setup of chairs, tables, AV equipment, and catering.
• Handle client paperwork, including monitoring Jotform, creating/editing forms, uploading documents to charts, and managing closed chart processes.
• Process medical record requests.

Facility & Equipment Management:

• Manage supply inventory, ordering, and distribution across three facilities.
• Open packages and store supplies appropriately.
• Coordinate with vendors to resolve equipment issues and track maintenance.
• Ensure offices, conference rooms, reception areas, and restrooms are maintained and presentable.
• Coordinate repairs, vendor interactions, and landlord communications.
• Collect and distribute mail.

Company Volunteer & Community Engagement Activities:

• Organize, coordinate and support CBC’s engagement and outreach events, including identifying volunteer opportunities and coordinating logistics.
• Support with marketing and social media projects.

Program & Project Management:

• Drive administrative workflows for assigned programs.
• Coordinate program communications, ensuring effective dissemination of information.
• Gather and communicate program needs to marketing and outreach teams.
• Facilitate meetings by arranging schedules, creating agendas, taking minutes, and tracking action items.
• Manage onboarding and offboarding processes for program staff and trainees.
• Maintain and organize program documents, materials, and supplies.
• Track and maintain program data.
• Assist Program Directors and Coordinators with administrative tasks as needed.
• Ensure compliance with HIPAA regulations.
• Provide support to the Administrative Manager and Executive Director as required.

General Support:

• Provide assistance with administrative tasks and special projects as needed.
• Other duties as assigned.

Working Conditions:

With or without reasonable accommodation, the Administrative Coordinator (AC) must possess and maintain the physical and mental capacity to perform the essential duties of the position, which may include:

• Frequent sitting, standing, walking, and use of hands and arms to reach, type, or handle office materials.
• Occasionally stooping, kneeling, crouching, or lifting and moving objects up to 25 pounds.
• Clear vision to read documents and computer screens, hearing and speaking for effective communication in person and via telephone, and writing skills to document and process information accurately.
• Mobility and manual dexterity to operate standard office equipment, such as computers, printers, and phones, within a standard office environment.

Communication Requirements:

• Effectively review, summarize, and communicate key information to support problem-solving and decision-making.
• Participate in meetings and present solutions, goals, and objectives to internal teams and external partners with clarity and professionalism.

Complexity and Independent Action:

• Address a range of operational and programmatic challenges by evaluating and implementing efficient solutions.
• Exercise independent judgment to prioritize tasks and adapt procedures to meet the dynamic needs of the role.

Travel

• Occasional travel may be required to support off-site meetings or operational needs.

Qualifications

• Minimum of 2 years of healthcare and administrative experience.
• Excellent organizational and time management skills.
• Strong analytical and problem-solving abilities with attention to detail.
• Ability to manage multiple tasks in a fast-paced, evolving environment.
• Excellent written and verbal communication skills.
• Proficiency in technology, including Microsoft Office, Google Suite, Zoom, and Apple, Canva platforms.
• Strong interpersonal skills and ability to build relationships with staff, vendors, patients, and professionals.
• Initiative, follow-through, and a strong work ethic.
• Proactive problem-solving approach with sound decision-making capabilities.
• Highly resourceful team player with the ability to work independently.
• Ability to accept and apply constructive feedback.
• Demonstrates the highest level of discretion and confidentiality.
• 5 days a week on-site, with evening hours expected.

Why Join CBC?

At CBC, we believe in fostering a workplace that empowers you to thrive professionally and personally. Joining our team means becoming part of a mission-driven organization where collaboration, innovation, and growth are at the heart of everything we do. Together, we create meaningful change in the lives of individuals and families.

Here’s why you’ll love being part of CBC:

Generous Paid Time Off: Recharge with ample paid time off to prioritize your well-being

• 80 hours of paid vacation after 90 days, 120 hours after one year, 160 hours after the second year.
• 16 hours of personal time off each year after 90 days of service.
• Paid holidays, including a floating cultural holiday.
• 40 hours of paid sick and safe leave annually.

Professional Development:

• Access to professional development funds managed by the finance team.

Health and Wellness:

• Comprehensive insurance programs
• Long-term disability benefits and salary continuation
• Lactation accommodations for new parents
• Employee Assistance Program (EAP) for confidential support
• Flexible Spending Accounts (FSA)
• Health Savings Accounts (HSA)
• Life Insurance

Retirement and Financial Security:

• Employer-sponsored retirement plan options with up to 3.5% employer matching.

Work-Life Balance:

• Supportive workplace policies, including grievance and open-door communication.

Additional Benefits:

• Transportation Benefit Plan (Pre-tax commuter and parking benefits)
• Bereavement leave for immediate family members.
• Voluntary Lifestyle Benefits (Pet Insurance and Legal Benefits plan)
• Paid leave for jury duty and voting.
• Collaborative Environment: Join a team that values empathy, cooperation, and mutual support, where your voice matters.
• Diverse Career Opportunities: Shape your career path with roles that align with your interests and aspirations.
• Family-Like Culture: Be part of a supportive, close-knit team that genuinely cares about your success and happiness.

If you're passionate about making a meaningful impact in the lives of individuals by supporting a team that delivers exceptional psychological care, CBC is the place for you.

Take the next step in your career and help transform lives with CBC. Apply today

Cognitive & Behavioral Consultants (CBC) is an equal-opportunity employer. We embrace diversity and are committed to creating an inclusive environment for all employees.