Office Manager III

Statement of Purpose The Office Manager III ensures the efficient day-to-day operations of the unit while serving as a senior administrative resource to program leadership. Working under the direction of the Program Director, this position coordinates administrative workflows, supports program operations, oversees complex clerical functions, and assists with compliance, quality improvement, and special projects. The Office Manager III provides guidance and training to administrative support staff, serves as a key liaison between management and staff, and helps ensure organizational goals, regulatory requirements, and operational needs are met.

The Office Manager III exercises a higher level of independent judgment and responsibility than the Office Manager II while supporting management in implementing program initiatives and maintaining effective operations.

Major Tasks, Duties and Responsibilities Greet visitors and clients in a professional and courteous manner; determine needs and direct appropriately while ensuring a welcoming, professional, and secure environment.

Serve as a primary administrative resource for assigned programs, providing training, guidance, mentorship, and support to clerical, office, administrative staff, volunteers, and new employees.

Complete and coordinate specialized assignments and projects, including program efficiency initiatives, quality improvement activities, client care projects, compliance efforts, audits, accreditation reviews, and corrective action follow-up.

Ensure only authorized individuals access the facility in accordance with agency safety and security protocols.

Maintain reception, waiting, and common areas to ensure a clean, organized, professional, and welcoming environment.

Monitor and support compliance with required postings, forms, brochures, documentation standards, and other administrative requirements; assist in preparation for audits, inspections, surveys, and accreditation activities.

Answer, screen, and route incoming calls accurately and efficiently while providing excellent customer service.

Coordinate programmatic scheduling activities, including client appointments, management calendars, staff scheduling support, and coverage coordination as directed.

Support and monitor program census activities, including intake scheduling, insurance eligibility verification, documentation tracking, and system data entry.

Serve as a liaison for client needs, concerns, feedback, grievances, and service inquiries, communicating appropriately with program leadership.

Support compliance and workforce initiatives by tracking required trainings, certifications, credentialing, onboarding requirements, and other personnel-related documentation.

Assist program leadership with onboarding, offboarding, recruitment support activities, interview coordination, and administrative personnel processes.

Upload, maintain, review, and organize documentation within internal and external electronic systems to ensure accuracy, timeliness, and compliance.

Receive, document, and communicate messages and important information in a timely and professional manner.

Make overhead pages, facility notifications, and operational communications as needed.

Serve as a liaison between program leadership, staff, clients, corporate departments, community partners, and external stakeholders.

Develop and maintain collaborative working relationships with Human Resources, IT, Payroll, Billing, Accounting, Purchasing, Facilities, Compliance, and other departments to support operational needs.

Access, maintain, organize, and provide required program documentation, forms, records, reports, and operational resources necessary for day-to-day operations.

If assigned to a treatment program, perform toxicology testing and assist with documentation and charting within scope of responsibility.

Receive, sort, distribute, track, and coordinate incoming and outgoing mail, packages, faxes, and deliveries.

Coordinate and support program meetings, trainings, committees, safety activities, communications, and special events.

Support quality assurance, quality improvement, client outcome tracking, and follow-up activities; identify operational trends or concerns and communicate recommendations to management.

Maintain appropriate handling, organization, retention, and tracking of records and confidential documents.

Provide administrative support to staff, clients, and departments while exercising sound judgment and prioritizing competing needs.

Monitor office supply levels, coordinate purchasing activities, track inventories, and ensure availability of required forms, equipment, and resources.

Support billing-related activities, documentation reviews, and corrective action efforts as assigned.

Assist program leadership in monitoring administrative workflows, identifying process improvements, and implementing approved operational efficiencies.

Support collection, tracking, analysis, and reporting of operational, compliance, census, training, and…