Office Manager

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Full Time Management St. Albans, NY, US

15 days ago Requisition

Salary: $65,000.00 Annually

Summary:

The Office Manager serves as the operational backbone of the office while providing high-level administrative and strategic support to the Executive Coordinator. This role requires exceptional organizational skills, discretion, initiative, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, detail-oriented, and capable of balancing day-to-day office management with executive-level support.

Reporting Relationship:

Position Reports to the Executive Coordinator

Schedule:

Monday - Friday 10AM - 6PM

Location:

Corona, NY

Position Type:

Core duties and responsibilities include the following.

• Oversee the daily administrative, operational, and clinical office functions of the health clinic, ensuring efficient, patient-centered, culturally responsive, trauma-informed, and compliant operations.
• Develop, implement, and continuously improve administrative systems, office workflows, policies, procedures, and standard operating procedures that support high-quality clinical operations and enhance efficiency, productivity, and patient satisfaction.
• Directly supervise Clinical Receptionists.
• Develop and maintain front desk staffing schedules to ensure adequate coverage throughout all clinic hours and monitor staff attendance, productivity, professionalism, customer service, and compliance with agency policies.
• Conduct regular team meetings and provide ongoing training, coaching, and professional development; address performance concerns through appropriate corrective action in collaboration with Human Resources and clinical leadership.
• Oversee all patient reception and access functions, including registration, insurance verification, appointment scheduling, check-in/check-out, patient communications, demographic updates, and related administrative processes.
• Ensure the accuracy, timeliness, confidentiality, and completeness of patient demographic, insurance, and administrative information in accordance with agency policies, HIPAA requirements, and applicable regulations.
• Monitor appointment scheduling practices to maximize provider productivity, optimize clinic capacity, minimize patient wait times, and reduce no-show rates.
• Ensure front desk staff consistently deliver courteous, professional, culturally competent, trauma-informed, and patient-centered service.
• Respond to and resolve patient complaints, concerns, and service issues professionally, escalating matters to appropriate clinical or administrative leadership when necessary.
• Serve as the primary administrative liaison among providers, nursing staff, behavioral health professionals, patients, program leadership, and external healthcare partners to promote effective communication and coordination of services.
• Coordinate provider schedules, clinic calendars, meetings, conference rooms, trainings, staff events, and other administrative activities to support efficient clinic operations.
• Support the onboarding and administrative orientation of new clinical and administrative employees, including workspace preparation, equipment, system access, scheduling, and required orientation materials.
• Assist with maintaining provider credentialing documentation, licenses, certifications, administrative records, and other required documentation as assigned.
• Maintain organized electronic and physical filing systems and ensure appropriate document retention, confidentiality, accessibility, and compliance with agency policies, HIPAA, and regulatory requirements.
• Pre…