Client Experience Coordinator

Client Experience & Administrative Coordinator

Reports To: HR Director (Remote) & Clinical Director (Onsite)

Status: Full-Time (Average 34.25 hours/week)

Compensation: $20.00–$23.00 per hour, depending on experience and qualifications.

About Kane Counseling Services

At Kane Counseling Services, we believe exceptional care begins long before a client ever meets with their therapist.

It begins with the first phone call, the first email, the first greeting at the front desk, and every interaction that follows.

We are passionate about creating an experience where clients feel welcomed, supported, and cared for from their very first contact with our clinic. We are equally committed to supporting our therapists by providing exceptional administrative systems that allow them to focus on what they do best—helping people heal.

As our clinic continues to grow, we’re looking for someone who wants to grow with us.

About the Role

This is not a traditional front desk position.

The Client Experience & Administrative Coordinator serves as one of the faces of Kane Counseling Services and plays an essential role in how clients experience our clinic every day. You’ll help ensure our administrative operations run smoothly while also supporting the continued growth of our practice through community outreach, referral development, and marketing initiatives.

We’re looking for someone who naturally takes ownership, anticipates needs before they’re asked, enjoys solving problems, and is excited to help build one of the premier mental health clinics in Utah County.

The ideal candidate is proactive, organized, personable, and energized by variety. One day you may be welcoming new clients, coordinating therapist schedules, and answering phones. The next, you might be visiting physician offices, strengthening referral relationships, coordinating a community event, or helping launch a new outreach initiative.

If you thrive in a fast-paced environment where your work truly matters and your ideas are welcomed, we’d love to meet you.

Schedule & Benefits

We believe exceptional employees deserve a schedule that supports both great work and a healthy life outside of work.

Schedule

This position follows a predictable rotating schedule designed to provide work-life balance while ensuring consistent coverage for our clients.

Monday–Thursday

• Two opening shifts (7:45 AM–4:00 PM)
• Two closing shifts (12:00 PM–8:00 PM)

Friday

• 9:00 AM–5:00 PM every other Friday
• Every other Friday off

Average schedule: 34.25 hours per week

Occasionally, additional paid hours may be available through marketing projects, community outreach, clinic events, or special initiatives.

What You’ll Love About This Role

• Every other Friday off (three-day weekend)
• Only two evening shifts each week
• Predictable rotating schedule
• Shared opening and closing responsibilities
• Morning shifts include paid setup time before the clinic opens
• Midday shifts allow flexibility for appointments, workouts, errands, or family responsibilities
• Opportunities to contribute to exciting growth initiatives beyond daily administrative work

Benefits

Eligible employees receive access to a competitive benefits package, including:

• Two weeks of paid time off (PTO)
• Dental insurance (multiple Ameritas PPO plan options available)
• Vision insurance (Ameritas EyeMed and VSP network options)
• Accident insurance
• Critical illness insurance
• Hospital indemnity insurance
• Recuro Telehealth services
• Discounted VASA Gym membership
• Opportunities for professional growth and expanded responsibilities

Primary Responsibilities

Client Experience

• Welcome every client with warmth, professionalism, and confidence.
• Answer phones and guide prospective clients through the scheduling process.
• Create a calm, welcoming, and organized clinic environment.
• Coordinate appointment scheduling, cancellations, rescheduling, and client communication.
• Ensure clients receive timely follow-up and exceptional customer service.
• Help create a consistent, positive experience from a client’s first phone call through ongoing care.
• Maintain HIPAA compliance and confidentiality at all times.

Administrative Operations

• Support therapists by managing day-to-day administrative workflows.
• Coordinate communication between onsite and remote team members.
• Maintain scheduling accuracy and administrative organization.
• Prepare new client paperwork and assist with onboarding processes.
• Monitor office supplies, organization, and front desk operations.
• Identify workflow improvements and bring forward ideas that improve efficiency.
• Assist leadership with administrative projects and operational initiatives.
• Help ensure the clinic operates smoothly, professionally, and consistently every day.

Community Outreach & Growth

We’re looking for someone excited to help our clinic grow and strengthen our presence throughout Utah County.

Responsibilities include:

• Build and maintain relationships with physicians, schools, churches, universities, attorneys, businesses, and other referral partners.
• Deliver brochures, flyers, and educational materials throughout the community.
• Make outreach calls and follow up with referral partners to strengthen relationships.
• Identify opportunities to expand the clinic’s visibility and community presence.
• Help establish, organize, and maintain referral partnerships.
• Represent Kane Counseling Services professionally within the community.
• Support workshops, speaking engagements, conferences, community events, and outreach opportunities.
• Coordinate event logistics, communication, materials, and follow-up.
• Assist with newsletters, social media, blogs, and other communication efforts as needed.
• Track outreach efforts and maintain organized records of community contacts and referral relationships.
• Bring ideas forward that help position Kane Counseling Services as a premier mental health provider in Utah County.

The Ideal Candidate

We’re looking for someone who is:

• A self-starter who takes initiative and follows through.
• Highly organized and dependable.
• Warm, friendly, and confident interacting with clients and professionals.
• An excellent communicator both in writing and in person.
• Comfortable managing multiple priorities while maintaining attention to detail.
• Resourceful and proactive in solving problems.
• Passionate about creating exceptional experiences for clients and therapists.
• Excited to build relationships within the community.
• Motivated by helping a growing organization become even stronger.
• Comfortable balancing administrative responsibilities with outreach and relationship-building.

Qualifications

• Two or more years of experience in administrative support, customer service, healthcare, marketing, communications, outreach, or a related field preferred.
• Bachelor’s degree preferred but not required.
• Excellent written and verbal communication skills.
• Strong organizational skills and exceptional attention to detail.
• Comfortable learning EMRs, scheduling systems, and new technology.
• Experience with Google Workspace, Microsoft Office, social media platforms, and email communication preferred.
• Professional, reliable, and able to work independently.
• Must successfully pass a background check.

Success in This Role

Within your first 90 days, success looks like:

• Clients consistently receive exceptional first impressions and outstanding customer service.
• Therapists feel supported and experience fewer administrative interruptions.
• Front desk operations run confidently, efficiently, and proactively.
• Administrative workflows become more organized and consistent.
• Referral relationships continue to grow and strengthen.
• Community outreach efforts are active, organized, and producing meaningful connections.
• Marketing and event initiatives move from ideas to execution with dependable follow-through.
• Leadership can confidently delegate projects knowing they will be completed with excellence.

At Kane Counseling Services, we’re building more than a successful mental health clinic—we’re building a place where people feel genuinely cared for, whether they’re seeking therapy, referring a patient, or joining our team.

If you’re someone who enjoys meaningful work, takes pride in creating exceptional experiences, and wants to contribute to something bigger than yourself, we’d love to hear from you.

Pay: $20.00 - $23.00 per hour

Benefits:

• Dental insurance
• Paid time off
• Vision insurance

Work Location: In person

Please answer three questions in your cover letter:

1. Why does this position interest you?
2. Tell us about a time you created an exceptional customer experience.
3. If you had one idea to help Kane Counseling Services become the premier mental health clinic in Utah County, what would it be?