Practice Operations & Marketing Coordinator

Practice Operations & Marketing Coordinator

We are a playful, purpose-driven team of therapists, educators, and creatives dedicated to helping children, families, and fellow professionals thrive. We operate Butterfly Beginnings Counseling (therapy HQ), Monarch Mastery (training academy), and Fanatic 4 Feelings (emotional learning tools). We're growing fast and plan to open a second location!

We're seeking a highly organized and reliable Practice Operations & Marketing Coordinator who is excited by creating and managing smooth behind-the-scenes systems and executing a provided creative content strategy. This role starts at 15–20 hours/week with the potential to grow into a full-time position. You'll be the essential support person and right-hand to the CEO, handling everything from client intake and billing to social media scheduling and community engagement.

Core Practice Operations & Client Experience

• Lead Management: Monitor and respond to all new client inquiries within 24 business hours using provided templates and a warm, on-brand voice. Guide prospective clients through the initial steps toward scheduling.
• Client Onboarding & Scheduling: Send and track intake paperwork completion, schedule initial appointments, and distribute/collect parent report forms.

Billing & Financial Operations: Tracking the Gold

• SimplePractice Management: Utilize SimplePractice (our Electronic Health Record) to verify insurance eligibility, process co-pays/session fees, submit insurance claims, and manage basic accounts receivable.
• Respond promptly to client billing inquiries using helpful and clear templates.

Systems & Tech Support: The Fixer of Flow

• Assist with setting up lead capture, automations, and scheduling coordination in GoHighLevel (our marketing and CRM platform).
• Ensure seamless data and process handoffs between our systems to facilitate efficient operations.
• Help test and refine operational workflows for efficiency.

Office, Errands & Supply Support: The Keeper of the Cozy

• Run small local errands (picking up supplies, snacks, and printing needs).
• Monitor and restock all supplies for playrooms, waiting areas, and staff lounges.
• Perform light organization and sanitizing of play therapy rooms.
• Maintain a welcoming, client-ready environment at all times.

Digital Marketing Execution (Content Strategy Provided)

• Social Media Scheduling: Schedule posts across our brands (including static posts, carousels, reels, and announcements). Monitor comments/messages and engage warmly with the audience.
• Email Marketing: Build and schedule emails (newsletters, value-driven content, promotions). Segment audiences and track basic performance metrics. (Content themes and copy outlines are provided).
• Live Events Support: Attend one weekly Zoom webinar and one weekly Facebook Live session. Monitor the chat for questions/engagement and prepare concise post-event summaries.
• Online Community Management: Moderate one or more private Facebook groups, approving posts, welcoming new members, and ensuring that "kindness first" community guidelines are followed.

What We’re Looking For: Your Superpowers

• Proven experience in operations, administrative support, and/or virtual assistant roles.
• Comfortable with and proficient in using Canva, ActiveCampaign, and a scheduling tool like Metricool. (or a willingness to learn)
• Direct experience with SimplePractice or a similar Electronic Health Record (EHR) is a huge plus (or a demonstrated ability to learn complex software quickly).
• Willingness and excitement to learn GoHighLevel.
• Extremely organized, highly detail-oriented, and dependable.
• Excellent and kind written and verbal communication skills.
• Enjoys both the structure of administrative tasks and the execution of creative projects.
• A genuine commitment to our mission and a desire to make a meaningful, positive impact.

Bonus Points if you also have experience with:

• Video Editing (for short-form social media and longer training content).
• Paid Ad Monitoring (Tracking basic performance on Meta and Google Ads).
• Data Analysis (Tracking key metrics and sharing clear monthly performance summaries).
• Graphic design or Search Engine Optimization (SEO).

Compensation & Hours: Fair Exchange of Magic

• $25–$50/hour, depending on your experience and skill level.
• Consistent raises available based on performance milestones.
• 15–20 hours per week to start.
• Clear potential and plan for growth into a full-time role.

If you don’t like children, being the behind-the-scenes person who makes everyone else better, or helping others make a meaningful impact on generations to come, this job is not for you.

If you are interested and meet the qualifications, please email Kim Feeney your resume and cover letter at kim@butterflybeginningscounseling.com. In your cover letter, include your favorite superhero.

Pay: $25.00 - $50.00 per hour

Work Location: Hybrid remote in Davenport, IA 52804