Job Description

About Us:

Jewish Family Service of Ventura County (JFS) is a trusted nonprofit providing compassionate support and vital services to individuals and families throughout our community. Our counseling program offers accessible, affordable care, and we are committed to expanding our reach and impact.

Position Overview:

We are seeking a dependable, discreet, and highly organized Part-Time Administrative Coordinator to support our growing counseling program. This position plays a critical role in the day-to-day operations of our office, ensuring smooth administrative workflows, accurate client and clinician records, and timely processing of financials and payroll.

We are looking for someone who thrives in a professional, mission-driven environment and who is also curious, proactive, and able to take initiative on special projects that support the growth of our services — such as researching billing options and helping expand outreach to potential clients and counselors.

Key Responsibilities:

• Professionally manage incoming phone calls and inquiries, ensuring excellent customer service.
• Conduct client intake and coordinate intake documentation. Voicemail must be checked on a daily basis. 
• Track session activity, payments, and clinician schedules in organized and up-to-date spreadsheets.
• Process weekly payments, generate deposit reports, and maintain accounting documentation.
• Review and submit clinician payroll to accounting.
• Assist with scheduling, correspondence, and general administrative support.
• Attend weekly meetings with the Program Director to support program operations and discuss workflow improvements.
• Support outreach and visibility efforts — helping our counseling program connect with more clients, community members, and counselors-in-training.
• Take initiative on special projects, including potential program enhancements.

Qualifications:

• Bachelor's Degree Required
• At least 1 year prior administrative or office experience required.
• Proficiency with Google Workspace (especially Google Sheets)
• Experience with payroll, accounting, or scheduling is a plus.
• Comfortable working with confidential information; high level of discretion is essential.
• Strong communication, interpersonal, and organizational skills.
• Experience with TheraNest or similar CRM/client management software is helpful.
• Self-motivated, detail-oriented, and capable of working independently and collaboratively.

Position Details:

• Location: Ventura, CA (Hybrid)

• Schedule: Part-time; flexible hours available

• Compensation: $23-$28hr DOE

To Apply:

Please submit a resume and cover letter describing your qualifications and interest in the role.

Join us in strengthening our community — one client at a time.

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