Office Administrator & Program Coordinator

PATHWAYS TO WELLNESS

Position Description | Clarksville, TN

Office Administrator & Program Coordinator

Location: Clarksville, TN

Department: Clinical Operations / Patient Services

Employment Type: Part-Time to start, with a clear path to Full-Time; On-Site

Reports To: Office Manager / Clinical Director

Schedule: Monday–Friday, daytime hours (part-time initially, ~20–25 hrs/week)

Hourly Compensation: $21 per hour

POSITION SUMMARY

Pathways to Wellness is seeking an organized, personable Office Administrator & Program Coordinator to serve as the operational and customer-service backbone of our Clarksville, TN location. In this role, you will be the primary point of contact for patients and partners—coordinating scheduling, intake, and referrals while ensuring smooth, compliant, and welcoming day-to-day operations.

The ideal candidate pairs strong administrative and organizational skills with genuine warmth and a commitment to exceptional patient care. This position is central to creating positive patient experiences and supporting our multidisciplinary team as we help clients on their path to wellness.

This role begins as a part-time position and is expected to grow into a full-time role as the Clarksville location expands—an excellent opportunity for someone looking to build a long-term career with a growing practice.

KEY RESPONSIBILITIES

• Serve as the primary point of contact for patients, delivering compassionate, responsive service across scheduling, intake, referrals, and follow-up communication.
• Coordinate daily patient care operations across multiple providers, managing calendars, appointments, and program activities to ensure timely, reliable service.
• Act as the liaison between patients, providers, insurance representatives, and community referral partners to ensure seamless continuity of care.
• Manage referral intake and tracking, following up to ensure the timely completion of services.
• Greet and check in patients, creating a welcoming, professional, and reassuring front-office experience.
• Maintain accurate, up-to-date patient documentation while ensuring HIPAA compliance and strict confidentiality.
• Verify insurance, process paperwork, and support billing and administrative functions as needed.
• Support the implementation and continuous improvement of office workflows to enhance efficiency and patient satisfaction.
• Assist leadership with administrative projects, process standardization, and coordination of daily clinical operations.
• Collaborate with multidisciplinary healthcare professionals to resolve issues and improve the overall patient experience.

   

  QUALIFICATIONS

  Required

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• One or more years of administrative, front-office, customer service, or patient coordination experience.
• Strong organizational and multitasking skills with excellent attention to detail.
• Excellent verbal and written communication and interpersonal skills.
• Proficiency with Microsoft Office Suite and the ability to quickly learn scheduling and EHR systems.
• Understanding of HIPAA and a commitment to protecting patient confidentiality.

  Preferred

• Experience in a behavioral health, medical office, or wellness environment.
• Bachelor of Science in Health Science, Healthcare Administration, or a related field.
• Familiarity with referral management, insurance verification, and patient scheduling systems.

   

  CORE COMPETENCIES

  Customer Service Excellence • Patient Relations • Relationship Building • Clear Communication • Problem Solving • Scheduling & Calendar Management • Referral Management • Process Improvement • Documentation Management • HIPAA Compliance • Adaptability • Team Collaboration

   

  WHAT WE OFFER

• A part-time role with a clear path to full-time as the Clarksville location grows.
• A supportive, mission-driven team dedicated to advancing patient outcomes.
• Opportunities to grow within a collaborative healthcare environment.

   

  HOW TO APPLY

   

• Competitive compensation and benefits:

Qualified candidates are invited to submit a resume and brief cover letter t. Pathways to Wellness is an equal opportunity employer and welcomes applicants of all backgrounds.