Office Manager Job Exton area,Pennsylvania USA,Healthcare

Office Manager

The office manager assists the treatment program in daily functions around scheduling, making phone calls, and client care. This position is responsible for ordering and distributing supplies and assist with intakes as needed. The office manager helps support the Executive Director while maintaining relationships and contacts while ensuring the cleanliness and safety of clients and staff. Additionally, the office manager will create a welcoming atmosphere to all visitors and clients and promote a positive culture between staff, clients, and outside parties.

Essential Responsibilities:

Working 40 plus hours a week

Answer and direct phone calls

Signing in all guests to the facility

Assist in documentation of client services

Assist in client needs

Conduct client check ins

Manage reception area

Assisting with new intakes and discharges

Assist NP/PA/Psychiatrist with scheduling and appointments

Facilitating clinical groups as assigned by supervisor

Manage supply inventory and supply ordering including UA POC supply

Ensure supply/storage areas are kept orderly, organized, labeled and stocked

Manage and communicate facility tour schedule

Update facility slideshow to present current and up-to-date information

Ensure that facility presentations are set up on electronic devices (TVs), staff bios are updated and present

Ensure that client food/beverage/refreshments as well as reception/lobby areas and provider offices are appropriately stocked and kept orderly

Ensure that designated smoking areas are being used properly and are up to safety and fire codes and that clients, staff and visitors are using the designated smoking areas

Report any maintenance/building issues to Executive Director and Property Manager in a timely manner

Ensure that group spaces, bathrooms, copy room, conference room and other common areas are neat, orderly and stocked with appropriate supplies

Manage relationships with third party vendors

Management of facility credit card and Regions updates

Complete Expense Report for facility credit card on a monthly basis. Collect client payments for OOP insurance costs and report collections to accounting department. Upload bills from 3rd party vendors to Accounts Payable.

Open/close building to facility standards as assigned

Navigate client issues and contact Executive Director with any acute or emergency situations

APA interventions as needed

Perform other duties as assigned

Additional Responsibilities:

Functions within the guidelines of the facility's Code of Ethics and in accordance with corporate compliance.

Represents the program within the community at local, regional, and national events, as requested.

Assists in promoting and ensuring the organization's values, mission, goals, and objectives are understood and actively supported by the employees.

Performs other duties as assigned

Minimum Requirements:

Education and Experience:

Position Requires a Minimum of high school Diploma and 2 years' experience in the human services or customer service field. Excellent Organization and communication skills. Strong attention to detail and proficient in Microsoft.

Physical Requirements:

While performing the duties of this job, the employee will be required to communicate with peers, clients, families' other facilities and/or vendors.
Tolerant to various noise levels: noise level in the work environment varies – may be very quiet to moderate.
Performs duties that require the employee to sit or remain stationary for extended periods of time.
Job performance will require the ability to move throughout the building and may require walking around facility grounds.
While performing duties may be required to sit stationary for long periods of time.
While performing the duties of this job, the employee may be required to talk or hear, sit, stand, walk, reach, climb or balance, stoop, kneel, crouch or crawl, taste, or smell.

Ability to move up to 25 pounds.

Additional Requirements:

Position requires incumbent to have a valid driver's license, vehicle insurance and acceptable driving record.
Clearance of TB test, and any other mandatory state/federal requirements.
Current CPR and First Aid certification.

Skill

Competencies:

Work Standards
- Sets high standards of performance for self; assumes responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.
Communicating Effectively
- Conveys information and ideas in a professional, clear, and timely manner; providing information to ensure understanding; soliciting input from the others during the communication. Provides input to the organization when requested.
Building Collaborative Relationships
- Generates alliances internally and externally by continuously identifying and acting on those things that will create success for our organization and the clients.
Contributing to Team Success
- Actively participates as a committed member of a team and works with other team members to help complete goals and…