Careers · Now hiring · Carlsbad, CA
Join our team as an Administrative and Care Coordinator Assistant
A part-time, hybrid role at the front door of a psychologist-led practice in Carlsbad Village. You'll help people take their first step toward therapy, and help keep the office running day to day.
$22 to $26 an hour · Up to 20 hours a week · 401(k) with matching
About the role
The first voice most clients hear.
Coastal Therapy Group is seeking a motivated, detail-oriented Administrative and Care Coordinator Assistant to support our Care Coordinator in delivering excellent service to our patients and clinicians. This role blends direct patient interface and coordination with general office administration, and is ideal for someone who thrives in a fast-paced, people-centered environment in the mental health space.
You'll play a key part in the patient experience, from the first inquiry to the initial intake, while also helping keep our office running smoothly day to day. If you're organized, personable, and enjoy variety in your work, we'd love to hear from you.
Responsibilities
What you'll do.
Care coordination support
- Follow up with patient inquiries, assess clinical needs, and match patients with an appropriate therapist to schedule a consult
- Confirm required documentation is complete before each scheduled intake
- Respond promptly to billing inquiries from patients and clinicians
- Field incoming client calls and ensure timely, appropriate follow-up
- Identify and qualify potential clients for group therapy programs
- Maintain accurate, up-to-date data reports
General office & administrative support
- Collect clinician payroll data on a biweekly basis
- Manage office supplies and equipment
- Maintain a clean, professional, and welcoming office environment
- Create and print marketing materials (including weekly Google Business Profile posts)
- Process mail and insurance payments
- Assist with office meeting and event planning
- Support other related functions as they arise
About Coastal Therapy Group
Who you'd be working with.
Coastal Therapy Group is a team of licensed psychologists and psychological associates providing depth-oriented care to individuals, couples, families, and children across North County San Diego. With offices in Encinitas, Carlsbad, Vista, and Pasadena the group offers both in-person and virtual therapy to increase accessibility for clients. Clinicians specialize in psychodynamic and relational psychotherapy and address concerns such as anxiety, depression, trauma, identity exploration, parenting challenges, grief, and life transitions. The practice also conducts comprehensive psychological testing for ADHD, autism, learning differences, and emotional or behavioral concerns in children and adults. Coastal Therapy Group values compassion, professionalism, curiosity, and integrity, and maintains a collaborative, learning-focused environment that supports both client care and clinician growth.
Meet the team →
Who we're looking for
Skills that matter here.
Required skills
- Excellent interpersonal, verbal, and written communication skills
- Strong customer service orientation with a warm, empathetic phone manner
- Ability to handle sensitive patient information with discretion and professionalism
- Strong organizational skills and attention to detail
- Ability to multitask and prioritize in a fast-paced office environment
- Ability to appropriately and effectively handle clients who reach out in a crisis or highly emotional state
- A warm, positive attitude and a genuine enjoyment of connecting with and supporting people
Desired skills
- Familiarity with an EMR system (SimplePractice preferred)
- Proficiency with software tools such as Google Workspace, Canva, and AI tools
- Experience managing social media platforms (Instagram, Facebook, TikTok, etc.)
- Basic knowledge of medical/insurance billing and coding
- Experience in a healthcare, mental health, or wellness setting
- Comfort with basic data entry and reporting tools (e.g., spreadsheets)
- HIPAA awareness/training
- Bilingual (Spanish or other language) a plus
Pay, hours & benefits
Straightforward about the details.
- Pay
- $22.00 to $26.00 per hour
- Expected hours
- No more than 20 per week
- Job type
- Part-time
- Work location
- Hybrid remote in Carlsbad, CA 92008 (2564 State Street, Suite B)
- Benefits
- 401(k), 401(k) matching, Flexible schedule
Coastal Therapy Group is an equal opportunity employer.
How to apply
Applying is simple.
- 01
Send your resume
Apply through Indeed or LinkedIn, or email your resume and a brief cover letter to info@coastaltherapygroup.com.
- 02
Answer one scenario
We ask every applicant to respond to a short, real-world patient inquiry (below). It helps us hear your voice before we meet.
- 03
We'll be in touch
If it looks like a fit, our team will reach out to schedule a conversation. We read every application.
The scenario we'll ask you to respond to
You receive an email from a new patient inquiry from a parent named Jane Doe. They are seeking therapy for their 12-year-old child and were referred to therapy by their pediatrician. They are interested in if we accept their insurance, Blue Shield of California and they want to schedule as soon as possible. The therapist that has availability to see them has time next Tuesday at 4 PM or next Wednesday at 11 AM. Write a response of what you would say to them in an email or what you would say in a voicemail if you were to call them back.
We'd love to hear from you
Help people take the first step.
If you're warm on the phone, organized behind the scenes, and drawn to work that matters, this might be the right fit. Send us your resume and a brief cover letter.
Carlsbad, CA · Part-time · Hybrid · Coastal Therapy Group is an equal opportunity employer.