Office Manager

• 401(k)
• 401(k) matching
• Company parties
• Competitive salary
• Flexible schedule
• Opportunity for advancement
• Paid time off
• Relocation bonus
• Training & development
• Tuition assistance

Nisma Therapy Services is an outpatient speech-language pathology and occupational therapy practice in Fairbanks, serving pediatric and adult patients across a growing caseload. We're building out our operational leadership team as the practice scales - and this role is central to that next chapter.

We're looking for an experienced, hands-on Office Manager to lead day-to-day operations at our Fairbanks clinic. You'll run the front office, own the schedule, supervise our two-person front-desk team, manage our building, and be the operational backbone that lets our clinicians focus on patient care.

This is a full-scope leadership role with real ownership from day one - not an entry-level administrative position. It's also a broad one. On any given day you might resolve a scheduling conflict, walk the building for a safety check, coordinate a repair quote, and plan a staff appreciation event. If you like variety and ownership, this role has both.

• Supervise our front-desk team and daily coverage, and serve as the escalation point for patient issues
• Own the daily schedule - filling openings, handling same-day changes, and applying our provider-matching guidelines
• Manage the waitlist end to end: referrals filed correctly, clients contacted promptly, triage with clinical staff as needed
• Oversee new-patient intake, insurance verification, and demographic accuracy

• Own the pre-authorization process, including tracking approvals and renewals before they lapse
• Manage patient financial agreements and time-of-service collections

• Coordinate onboarding and offboarding for all new hires, clinical and non-clinical - equipment, logins, and orientation
• Run our regular staff meetings, from agenda through follow-through on action items
• Track staff trainings, compliance requirements, and license/CEU renewals until they're closed out
• Oversee the timeclock day to day, flagging missed punches and overtime before they reach payroll
• Maintain employee files, admin-staff PTO and coverage, and the paperwork side of non-clinical performance reviews
• Be the first point of contact for day-to-day staff questions, and keep morale and appreciation on the calendar

• Own facility maintenance as an ongoing, tracked responsibility, and coordinate outside contractors - snow removal, cleaning, lawn care, and project work
• Drive deferred-maintenance items from vendor outreach through quotes and a recommendation
• Manage building access and the security system, including alarm response, and hold weather/emergency closure authority under our existing policy
• Own therapy room configuration, equipment rearrangement, and our equipment sanitization and rotation program
• Handle basic IT support, office mail, invoices and payments, workspace assignments, and vendor and software renewals

• Own OSHA workplace safety compliance and day-to-day HIPAA physical safeguards
• Enforce non-clinical facility standards, including food safety and therapy-space presentability
• Support development and maintenance of non-clinical office policies

• Participate in annual budget-setting for your areas and manage day-to-day department budgets, tracking spend and flagging overages
• Organize community events end to end and own our monthly activities calendar
• Maintain administrative-level relationships with our referral sources
• Manage the practice's online presence, including website listings and social media