Office Manager

Position Summary

The Office Manager is the operational hub of the facility. This person coordinates the admissions process, keeps census data accurate and up to date, manages incoming calls, and keeps the facility stocked with the supplies needed for daily operations. They are often the first point of contact for prospective clients, families, and referral sources, so the role calls for professionalism, discretion, and compassion toward people seeking help for substance use and mental health concerns.

• Coordinate the admissions process from arrival, working with clinical, medical, and admissions staff so each client's intake goes smoothly.
• Gather and verify demographic, insurance, and referral information, and make sure intake paperwork and consents are complete before or at admission.
• Complete admissions paperwork and procedures.
• Keep in touch with families, and prospective clients about admission status, following confidentiality requirements.

• Keep an accurate daily census for all levels of care, including admissions, discharges, transfers, and changes in level of care.
• Reconcile census data in the electronic health record (EHR) with clinical and billing teams.
• Produce daily and weekly census reports for leadership..

• Answer and route calls professionally, including calls from people in distress. Know when to upscale to clinical staff.
• Greet visitors, manage the front desk, and keep the reception area welcoming.
• Take accurate messages and make sure time-sensitive inquiries, especially admissions calls, are followed up promptly.

• Monitor inventory of office, household, and program supplies, and place orders to keep adequate stock.
• Track vendor relationships, orders, and deliveries, and keep purchasing within budget.
• Organize storage areas and keep inventory records up to date.