Job: Office Manager

Job Description:

We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. The Office Manager will perform a range of tasks to ensure center productivity and efficiency, including the implementation of business strategies, evaluation of center performances, and the supervision of employees. Office Managers will be fluent in company policies so they may efficiently generalize concepts and customize solutions to manage their staff. Most importantly, Office Managers should have a genuine desire to meet the needs of others. This role will report directly to the Operations Supervisor.

Responsibilities:

  • Providing on-site support to all center level staff during operating hours
  • Building a thorough understanding of policies and procedures; ensuring and supporting staff on staying up to date with policies & procedures 
  • Using and warranting the accuracy of various software for scheduling, recording keeping, payroll and communications following best practices to meet industry standards; ensuring compliance of those systems as required by funders, professional boards and other regulatory bodies  
  • Scheduling therapy sessions and preparing for billing by performing weekly schedule audits
  • Processing bi-weekly payroll reports for the Human Resources Department 
  • Cultivating a positive work environment for center staff, clinicians, and families by means of creating team building activities, maintaining a positive culture, leading trainings and managing incentive programs.
  • Understanding and reporting on Key Performance Indicators (KPI’s) established to gauge efficiencies, profitability, and treatment integrity of their established center; driving actionable items and solutions that will improve KPI’s over time. 
  • Liaise between company leadership and center staff on strategies, solutions, updates, and concerns 
  • Be a steward of change management by providing constructive and thorough feedback to improve systems and processes, demonstrating a positive outlook on company strategies, and providing direction and guidance to center staff and coworkers
  • Overseeing the fiscal management of the center by ensuring expenses stay within budget and that necessary expenses are reconciled with appropriate documentation 
  • Monitoring and replenishing inventory 
  • Overseeing employee onboarding and ongoing performance management 
  • Planning and directing meetings (ie- management meetings and monthly staff trainings)
  • Coordinating maintenance with the Facilities Department 
  • General Office tasks (answering phones, scanning and records management)

Required Qualifications:

  • High School diploma or GED
  • Intermediate computer literacy; Proficiency in Microsoft Word, Excel, Outlook, data entry
  • Good planning and organizational skills
  • Well-developed verbal, listening, and written communications skills
  • Ability to work in a busy office with constant interruptions
  • 1-3 years previous experience in a management role
  • Must be able to meet deadlines in a fast-paced quickly changing environment
  • A proactive approach to problem-solving with strong decision-making skills

Preferred Qualifications:

  • Bachelors degree in related field
  • Prior administrative experience
  • Multilingual English and Spanish 
  • Knowledge of general Human Resources

Compensation & Benefits:

  • This is a full time, salary, exempt position
  • Compensation commensurate with field experience
  • Medical, Retirement, Dental, Vision plans
  • Accrued vacation and sick days
  • Paid holidays
  • Performance based increases
  • Monthly gym membership reimbursement