Business Office Manager

Business Office Manager (JN - San Jose, California

Salary: USD
43 - USD
50 per hour

Under the general direction of the Chief Executive Officer the Business Office Manager performs a variety of complex, professional, analytical, and confidential administrative services.

Duties include:

Business Office Management

• Oversees administration reception areas to ensure effective telephone and mail communications, both internally and externally, maintaining a professional image and highest levels of customer service.
• Supervises the maintenance and housekeeping of office areas.
• Manages and oversees all day-to-day administrative activities of the administrative offices.
• Assists in the understanding and interpretation of BACH policies and procedures, and ensures that office operations comply with policy provisions, standards, regulations, and contractual requirements.
• Manages the purchase of central office supplies, furniture and equipment for the administrative staff in accordance with company purchasing policies and budgetary restrictions.
• Oversees the preparation of meeting minutes, reports, letters, memos and other correspondences
• Manages walk-up and phone interactions
• Maintains calendars and travel arrangements
• Screens, analyzes, and responds to incoming correspondences, handling day-to-day problems and situations
• Establishes, maintains, processes, and updates official organizational files such as contracts, records, certificates, licenses and other documents.
• Performs research and analysis on specific issues, as required, and independently prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature.
• Creates and maintains standard system to compile and prepare a variety of narrative, statistical, financial and other documentation as needed for various reports.
• Assist with identifying, tracking, analyzing and reporting on process improvement successes and barriers
• Collaborate with department administrators to identify problems and trends in order to develop solutions to enhance the overall performance of Operations
• Conducts evaluation of the effectiveness of process improvements in Operations by tracking and analyzing pre/post implementation measurements
• Use various applications, databases and systems (EPIC, Office Suite) to collect, validate, evaluate and present data
• Maintain the highest level of discretion and confidentiality.

Supervision

• Hires, trains and manages performance of the administrative employees of the business office (Executive Assistants and Administrative Assistants)
• Supervises and coordinates overall administrative activities
• Promotes a professional office environment
• Routinely uses standard office equipment (computers, phones, photocopiers, filing cabinets and fax machines); trains staff and monitors utilization of equipment for maximum efficiency

Secondary Responsibilities:

• Attend workshops, training, and meetings as needed
• Coordinates, supervises, supports and completes special projects as assigned
• Perform other duties as assigned by supervisor

Qualifications:

Required Education, Experience, Training:

• AA degree or above in Business or related field or equivalent combination of education and experience.
• Previous relevant experience in a similar role.
• Minimum two years of experience as an administrative/executive assistant in a lead role or reporting directly to a Director or Officer.
• Experience with external communication and working with the business community.
• Proficient in Microsoft Office Suite and the Internet.

Preferred Education, Experience, Training:

• Non-profit or community health experience.
• Direct experience leading complex teams and projects through to completion.
• Executive Assistant or similar expertise.

Work Conditions:

Travel locally to visit other sites, may require a day or overnight trip to attend events; workload may be demanding at times; require professionalism and confidentiality.

Physical Demands:

This position requires:

• Sitting, walking, and standing associated with a normal medical, clinical and administrative office environment, with some bending, reaching, stretching, and lifting up to 25 pounds.
• Manual dexterity for tasks involving standard office equipment and computer keyboard, including repetitive movements, such as typing.
• Traveling to work sites, including some exposure to outside elements.
• Exposure to potentially dangerous materials and situations, requiring adherence to extensive safety precautions and possibly the use of protective equipment.