Office Manager

Office Manager (Part-Time to Full-Time Growth) – Private Psychology Practice

Dr. Jackie Jiang & Associates, LLC is a private psychology practice with locations in Moline, IL and Davenport, IA. We specialize in psychological testing (including Autism and ADHD evaluations) and therapy services. We are seeking a part-time Office Manager who can grow into a full-time leadership role. This person will be the owner's right hand: organizing the office, supporting clinicians, coordinating staff, and cross-covering front desk when needed.

Hours
Start: 20 to 25 hours per week, primarily weekdays, with a mix of daytime and some early evening hours as needed for coverage.
Growth: Opportunity to increase to 35 to 38 hours per week (full-time) based on performance and office needs.

Compensation

Hourly range: 20 to 27 dollars per hour, depending on experience, skill set, and level of responsibility taken on.
Higher end of the range is reserved for candidates who demonstrate rapid learning, strong reliability, and the ability to work independently in managing office operations.

Key Responsibilities

• Oversee daily office operations at Moline and support coordination with Davenport as needed.
• Cross-cover front desk: phones, scheduling, client check-in/check-out, and client communication.
• Support billing and reimbursement workflows under the direction of the owner and billing staff.
• Coordinate testing workflow, including scheduling testing blocks, preparing materials, and supporting the testing technician.
• Assist with light administrative tasks related to psychological testing (for example, organizing files, tracking progress, and preparing paperwork; no independent clinical interpretation).
• Maintain office organization: supplies, forms, shared drives, and checklists for daily, weekly, and monthly tasks.
• Coordinate staff communication, reminders, and follow-through on assigned tasks.
• Support the owner with personal-assistant-level tasks related to practice operations, such as organizing calendars, preparing documents, and helping plan staff meetings or events.

Minimum Qualifications

• Bachelor's degree required. Fields such as psychology, business administration, health administration, education, human services, or related areas are preferred.
• Prior experience in an office coordination, office management, school administration, medical office, or behavioral health setting is strongly preferred.
• Strong computer skills and comfort with learning new software systems (scheduling, electronic records, spreadsheets, and email).
• High attention to detail, strong follow-through, and the ability to maintain accuracy under pressure.
• Professional, calm communication style with clients, staff, and clinicians.
• Ability to maintain strict confidentiality and handle sensitive information appropriately.
• Organized, reliable, and comfortable working in a structured, policy-driven environment.
• Willingness to cross-train in front desk tasks and basic testing support tasks so that you can step in when staff are out sick or during busy times.

Preferred Qualities

• Enjoys structure, checklists, and clear procedures.
• Learns quickly and does not require prolonged hand-holding once trained.
• Steady under stress and able to keep others on track.
• Not drawn to workplace drama or gossip; maintains professionalism at all times.
• Interested in a multi-year role and growing into a central, long-term position in the practice.

Benefits (for full-time, after transition)

• Paid training.
• Flexible part-time schedule during initial onboarding.
• Pathway to full-time Office Manager role with added responsibilities.
• Paid holidays for full-time staff.
• Paid time off (PTO) after a period of full-time employment.
• Eligibility for 401(k) participation after meeting plan requirements.
• Periodic staff outings, team events, and training meetings.
• Potential access to reduced-cost psychological testing for an employee's child when clinically appropriate and at the provider's discretion.

How to Apply

Please apply through Indeed with your resume and a short cover message. Please answer the Stage 1 micro-screen when you apply.

Pay: $ $27.00 per hour

Expected hours: 20 – 38 per week

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Application Question(s):

• Fit for this role (3–5 sentences): Why do you believe you are a strong fit for a structured, detail-focused administrative role in a psychology office, where you will juggle phones, scheduling, documentation, and supporting multiple staff at once?
• Weekly availability and limits (3–5 sentences): What days and times are you currently available to work? Include the earliest time you can start and the latest you can stay, and tell us how many evenings per week you can reliably work past 5:00 p.m. If you have any regular commitments (other jobs, school, caregiving), briefly explain how you plan to balance them with this job.
• Workload and pressure example (3–5 sentences): Describe a specific time when you had to handle several things at once at work (for example, phones, in-person clients, and computer work). What exactly did you do, step by step, to stay organized and accurate?
• Reliability and attendance (3–5 sentences): In the past 12 months, about how many unplanned absences have you had from work or school? How do you usually communicate if you might be late or absent, and what do you do to make sure your responsibilities are still covered?
• Handling conflict and gossip (3–5 sentences): Tell us about a situation where you became aware of negative talk or conflict at work (for example, coworkers talking about other staff or clients). What did you do, and why?
• Long-term fit (3–5 sentences): If you were to join our office, what would make you want to stay in this role for several years? What are you hoping for in terms of professional growth over the next 2–3 years?

Work Location: In person