Office Manager

Schedule:

Full-Time on-site | Monday–Friday (9am-5pm)
Compensation: $45,760-$47,840 annually (equivalent to $22–23/hour) DOE + Benefits

Reports To:

Administrative Director

Employment Type:

Full-Time / Exempt

New Birth Midwifery is seeking a highly organized, adaptable, and professional Office Manager to support the daily operations of our Chaska birth center. This role combines front-desk reception responsibilities with administrative office coordination and operational support. The individual will serve as the welcoming face of the birth center while ensuring efficient behind-the-scenes workflows, communication, scheduling, and administrative systems. This position offers opportunities for growth within the expanding organization.

• Front Desk & Client Support
  • Greet clients, families, students, and visitors warmly and professionally
  • Answer incoming phone calls and route messages appropriately
  • Assist with patient scheduling, appointment coordination, and intake processes
  • Provide general non-clinical information regarding office hours, provider schedules, locations, and processes
  • Maintain a calm, organized, and welcoming front desk environment
  • Support positive client experiences through professional and compassionate communication
• Administrative & Office Coordination
  • Manage filing, scanning, printing, faxing, and document organization
  • Assist with maintaining electronic and paper records in compliance with HIPAA standards
  • Support internal administrative workflows and communication between departments
  • Prepare forms, packets, correspondence, and office materials as needed
  • Coordinate vendor visits, deliveries, and facility-related appointments
  • Assist leadership with administrative projects, reporting, and operational tasks
• Operational & Facility Support
  • Help oversee office organization, supply inventory, and restocking
  • Monitor cleanliness and presentation of shared spaces and front office areas
  • Support facility readiness and communicate maintenance or operational concerns promptly
  • Assist with coordination of staff schedules, meetings, trainings, and office logistics
  • Collaborate with leadership to improve systems, workflows, and client experience initiatives
• Billing & Documentation Support
  • Assist with collecting and organizing billing-related documentation
  • Support communication between administrative and billing teams
  • Ensure sensitive financial and medical documents are handled confidentially and accurately
  • Help maintain accurate records and administrative tracking systems

• Required Skills & Experience
  • 2+ years of experience in administrative support, office management, front desk coordination, or healthcare administration preferred
  • Excellent multitasking and organizational abilities
  • Ability to work efficiently in a fast‑paced environment with frequent interruptions and changing priorities
  • Strong verbal and written communication skills
  • Professional, compassionate, and client‑centered demeanor
  • Strong attention to detail and ability to maintain confidentiality
  • Comfortable using computer systems, scheduling software, Google Workspace, and office technology
  • Ability to work both independently and collaboratively within a team environment
• Preferred Qualifications
  • Experience in healthcare, birth center, or medical office settings
  • Familiarity with HIPAA compliance and electronic health record systems
  • Experience supporting billing, scheduling, or facility coordination processes
  • Experience managing multiple projects or operational responsibilities simultaneously
• Desired Personal Attributes
  • Calm and solutions-focused under pressure
  • Highly dependable and self‑motivated
  • Adaptable and flexible with changing workflows
  • Warm, welcoming, and professional with clients and staff
  • Strong problem‑solving and critical‑thinking skills
  • Values aligned with compassionate, family‑centered care

• $22–23/hour depending on experience
• Full‑time benefits package available
• Monday–Friday consistent schedule
• Opportunities for professional growth and advancement as the organization expands

• On‑site role within an active birth center environment
• Frequent interaction with clients, families, providers, and administrative staff
• Combination of seated desk work, phone communication, and movement throughout the clinic
• Occasional lifting or carrying of office supplies up to 20 lbs.