Office Manager

Company Overview Little Leaves is excited to share we are hiring for an Office Manager for our Germantown Center. Who We Are

Across our Applied Behavior Analysis (ABA) therapy centers, we work one-on-one with young children with autism. Through high-quality, evidence-based treatment as well as the application of data-driven methods to track progress and inform program adjustments, we are able to close the gap in developmental trajectory between our clients and their neurotypical peers.

Small steps and big effects start here. In preparing children ages 1 to 6 with autism to thrive, our passionate clinicians and technicians achieve positive outcomes, pursue meaningful development, and realize purposeful balance through one-on-one, individualized ABA treatment that leads to life-impacting results in communication, social skills, safety, and independence.

Essential Functions:

Scheduling and Coordination

• Create and maintain daily/weekly client and staff schedules to meet daily ratios, projected budget numbers, and maximize utilization of authorized hours.
• Understand, track, and communicate operational information that impacts service delivery.
• Ensure all appointments have been properly entered via Central Reach for billing and reporting purposes.
• Ensure all schedules are properly disseminated to staff via One Drive and Screen Cloud.

Office Management

• Support company operations through completion of weekly activities such as preparing payroll, completing revenue cycle audits, and managing staffing reports.
• Organize office operations and procedures by controlling correspondence, maintaining filing systems, reviewing, approving supply requisitions, and assigning and monitoring clerical functions to behavior technicians during non-billable time.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Design and implement office policies under the direction of the Center Director by establishing standards and procedures, measuring results against standards, and making necessary adjustments.

Staff Management

• Provide initial center orientation and training to new Behavior Technicians on center-based policies and systems.
• Assist center director with communications to and from client families.
• Assist the clinical team with maintaining client electronic medical records via Central Reach.
• Manage staff and client tracking via Excel.
• Assist center director with coaching, counseling, and progressive discipline for employees, planning, monitoring, and appraisal of performance results.
• Provide follow-up responses to workers’ compensations, Leave of Absence (LOA), Short Term Disability (STD), and Family Medical Leave Act (FMLA) and reasonable accommodation requests (ADA) as needed.

Budget and Inventory Management

• Coordinate with the Center Director to effectively allocate center budget to meet the center needs, including inventory of materials, physical plant, and staff professional development funds.
• Supervise the maintenance of office equipment.

Facility Management

• Ensure the center is clean, safe, presentable, and appropriately set up.
• Assist center team with custodial tasks, including cleaning up after client accidents (e.g., bathroom-related incidents), sweeping the client meal area after meals, and maintaining a clean and hygienic environment throughout the facility.
• Manage the reception area to ensure effective telephone and mail communications both internally and externally, responding to requests from families, staff, and professionals.
• Open the center daily and assist with client drop-off and ensure Center Director or proxy has sufficient information to close the center and complete client pick up daily.
• Liaison with vendors and property managers.
• Perform other duties as assigned by the Center Director or Regional Director.

Experience, Education & Skills Required

• High school diploma or equivalent required. Bachelor’s degree in business administration, healthcare management, or a related field preferred.
• One year of experience in office management and scheduling in a clinic and/or therapeutic practice required.
• Proficient in Microsoft Office.
• Strong interpersonal and communication skills.
• Highly organized and detail-oriented and the ability to maintain confidentiality.
• Customer service focused.
• Technologically adept and enthusiastic.
• Passion for serving individuals with autism.

Working Conditions

• Work is performed in a therapeutic center environment, involving interaction with young children and their families.
• Need to be able to push, pull, and lift up to 50 pounds.
• Monday through Friday onsite position.

Starting from USD $55,000.00/Yr.