Management/Leadership

Job Category:

Office Manager

Primary Shift:

Work Schedule:

Based on Department Needs

Based on Department Needs

Location:

Philadelphia and Delaware County Offices

Employment Type:

Full-Time Regular

Position Description

Job Summary

The Office Manager is responsible for overseeing the day-to-day functions and administrative business operations of the agency. Accountable for clinical and non-clinical staff, customer service and promotion of patient care continuity for patients. Works collaboratively and ensures the delivery of service in a culturally sensitive manner. The Office Manager evaluates clinical and non-clinical support staff performance on an ongoing basis and provides timely performance counseling/coaching when needed.

Required Education/Experience

  • High School graduate or equivalent

  • Bachelor’s degree preferred

  • Two years of managerial – required

  • Excellent interpersonal and communication skills: professionalism essential

  • Customer service orientation and a teamwork approach, flexibility, organizational and problem-solving skills

  • Proficient with MS Office software

Minimum Requirements

Skills and Abilities

  • Supply management

  • Informing others

  • Tracking budget expenses

  • Delegation

  • Staffing

  • Managing processes

  • Supervision

  • Developing standards

  • Promoting process improvement

  • Inventory control

  • Reporting skills

  • Any other duties, as assigned

Minimum Certifications, Registry, and/or Licenses Required

N/A

Duties and Responsibilities

  • Supports company operations by maintaining office systems and supervising staff.

  • Maintains office services by organizing office operations and procedures, controlling correspondence, designing filing systems, reviewing, and approving supply requisitions, and assigning and monitoring clerical functions.

  • Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.

  • Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.

  • Implements office policies standards and procedures,  measuring results against standards, and making necessary adjustments.

  • Completes operational requirements by hiring,  scheduling, and assigning employees, following up on work results.

  • Perform quarterly and annual employee reviews and provide constructive feedback on their performance to help them meet professional goals

  • Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.

  • Maintains office staff by recruiting, selecting, orienting, and training employees.

  • Maintains office staff job results by coaching, counseling, and disciplining employees, and planning, monitoring, and appraising job results.

  • Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.

  • Maintains and protects the patient and employee’s confidentiality in accordance with Health Insurance Portability and Accountability Act (HIPAA) regulations.

  • Must travel between Philadelphia and Delaware County Offices

  • Manage clinical staff in absence of Clinical Manager

  • A strong business sense, with the ability to formulate goals and implement and execute on strategies

  • Ability to manage concurrent projects while meeting project deadlines

  • Must be ambitious and a self-starter

  • Highly effective verbal communication and interpersonal skills