Office Manager (Bilingual Spanish

• Compensation: USD 80000 - USD 90000 - yearly

New York Psychotherapy and Counseling Center (NYPCC) is New York State’s largest community mental health clinic, serving more than 15,000 clients each month through accessible in-person and telehealth services. With over 50 years of experience, we remain deeply committed to clinical excellence and meaningful care for the communities we serve.

In 2025, NYPCC was recognized by City & State as both a Top Place to Work and a Top Mental Health Care Provider in New York, and we are proud to hold Mental Health America’s Platinum Bell Seal. These honors reflect our mission-driven culture and our strong emphasis on employee well-being, professional growth, and lasting impact.

Why Work at NYPCC:

• We Pay Down Your Student Loans!
• Medical, Dental, and Vision Insurance is Paid for by NYPCC 100%
• Paid Time Off and Company Paid Holidays
• 403B Retirement Plan with Company Match!
• NYPCC Health and Wellness Events

The Office Manager providesdirectsupervisionofcompetent support services including but not limited to all external and internal facility operational processes and systems. Oversee all Front Desk Receptionists,Maintenance Team, and Security

Personnel.

SCHEDULE: Monday - Friday 9:00 AM - 6:00 PM

Responsibilities:

Reception & Front Desk Management

• Manage the reception area to ensure effective communications both internally and externally whilemaintaininga professional image
• Lead the coordination and management of daily/weekly task assignments for all Front Desk Receptionists
• Provide ongoing training and guidance to Front Desk Receptionists in their duties and responsibilities
• Supervise front desk staff, ensuring smooth coordination with clinical and administrativeteams
• Assist with crisis intervention asneeded
• Maintain room assignments and ensure rooms/supplies are prepared for newly hiredstaff
• Obtain completed forms or letters from the Psychiatrist/Psychiatric Nurse Practitioner as required

Operational Oversight & Workflow Management

• Responsible for quality assurance of office operations and frontline workflow processes (including EHR check-in/out and walk-in referrals)
• Initiate and follow up on service requests for all facility maintenance and equipmentneeds
• Supervise maintenance and alteration of office areas and equipment, including layout and housekeeping
• Utilize resources to report and track maintenance/facilityrequests
• Monitor the Metro Card distribution and reconciliationprocess
• Initiate purchase requests for office supplies, furniture, and equipment for the entire program location
• Supervise the maintenance of office equipment (PCs, printers, scanners, fax machines, etc.)
• Assist with using Video Telehealth Technology or video meeting platforms
• Manage the dissemination of program reports and execution of reporting follow-upassignments
• Coordinate with other teams to ensure smooth and efficient communicationflow
• Ability to support cross-department collaboration and communication
• Accountability fortimelyresolution of operational escalations
• Ability to analyze operational trends and support workflow improvement initiatives

Operational Compliance

• Ensure compliance with NYS DOH, OMH, Joint Commission, HIPAA, OSHA, and organizational policies as applicable.
• Monitor adherence to front desk workflows, documentation standards, and regulatory requirements.

Performance Metrics

• Monitor and report key operational metrics, including:
• Clientwaittimes
• No-show trends/ Provider scheduling and support
• Reception qualityaudits :
  
  Develop action plans to improve operational performance.
• Respond to operational incidents and facility emergencies.
• Complete incident documentation and coordinate follow-up with leadership.
• Participate in emergency preparedness planning and drills.
• Serve as the primary liaison with:
• Building management
• Security vendors
• Facilities/Maintenance contractors

Budget Responsibilities

• Assist with departmental budget planning.
• Monitor office supply expenses.
• Ensure cost-effective purchasing practices.
• Coordinate onboarding and offboarding of office equipment and workspace setup.
• Partner with ITregardingworkstation setup, equipment issues, and technology deployments.

Employee Onboarding

• Coordina…