Outpatient Office Manager

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, custodial services, and task delegation.

JOB SPECIFIC FUNCTIONS:

• Responsible for maintenance requests, mailing, shipping, supplies, equipment, and errands
• Organize and schedule meetings at the request of the Director of Outpatient Programs
• Organize office operations and procedures for administrative staff
• Supervise administrative and custodial staff
• Coordinate with IT department on all office equipment.
• Provide General support to visitors
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are completed and approved by Director, and that clerical functions are properly assigned and monitored.
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems (Approved by Director)
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the administrative team.
• Allocate tasks and assignments to subordinates and monitor their performance.
• Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office staff.
• Responsible for recruiting administrative staff for the office and providing training to new administrative staff.
• Coordinate office staff activities to ensure maximum efficiency.
• Evaluate and manage staff performance.
• Weekly reports of the billables of each outpatient facility
• Maintain inventory of all supplies needed for both Primary Care and Real Hope Behavioral Health and place orders as needed.
• Responsible for covering receptionist duties in the absence of administrative staff including coverage for PTO.
• Responsible for coordinating and covering Lunch Breaks for receptionist(s).

• Compassion
• Strong Communication skills
• Strong leadership skills
• Abide by Ethics and HIPAA regulations.
• Critical Thinking
• Attention to detail.
• Strong time management skills
• Confidence
• Adaptability
• Commitment to development

• Proven work experience in an Office management role, front office representative or similar role.
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• Office manager must be able to work in a fast paced environment.
• High school degree; additional certification in Office Management is a plus