Office Manager

Description

The Office Manager plays a central role in supporting the daily operations of Wildwood Recovery Center and ensuring an organized, welcoming, and compliant environment for clients, staff, and visitors. This position oversees front-office operations, manages client administrative processes, and supports program structure and accountability. Responsibilities include assisting clients with insurance and financial documentation, monitoring client phase progression, tracking behavioral or participation contracts, and ensuring adherence to program expectations and policies.

The ideal candidate is organized, professional, approachable, and able to manage a variety of administrative responsibilities with compassion and confidentiality which supports both the business operations and the mission of helping individuals in recovery.

Key Responsibilities

• Oversee daily administrative operations of the facility to ensure efficient office workflow and support for program staff.
• Manage front office functions including reception, phones, mail distribution, filing systems, and office organization.
• Maintain office supplies, equipment, and administrative resources required for facility operations.
• Coordinate scheduling and administrative support for leadership meetings, facility events, and staff meetings.
• Assist leadership with general administrative tasks, correspondence, and documentation preparation.

• Provide administrative support to the admissions process including receiving referral information, collecting required documentation, and coordinating intake paperwork.
• Ensure required admission forms, releases, and administrative documentation are completed and properly filed.
• Maintain organized client administrative records in accordance with facility policies.
• Assist with discharge paperwork and record management when clients complete treatment or leave the program.
• Support coordination between admissions, clinical staff, and external referral sources as needed.

• Maintain and organize client administrative records within the facility’s electronic medical record (EMR) system.
• Ensure required administrative documents and releases are uploaded and maintained within client records.
• Track and monitor key client administrative timelines including review dates, step-down recommendations, and discharge planning milestones.
• Maintain accurate bed charts and census tracking to ensure appropriate bed assignments and occupancy awareness.
• Assist leadership and clinical staff with maintaining accurate client census records and administrative tracking tools.

• Maintain accurate administrative records and filing systems in accordance with DBHDS, Medicaid, HIPAA, and Joint Commission standards.
• Assist with preparation of documentation for audits, inspections, licensing reviews, and accreditation visits.
• Monitor required administrative logs and documentation to ensure completeness and proper record retention.
• Maintain strict confidentiality of client information and ensure all administrative practices follow privacy regulations.

Our Mission

Helping people overcome addiction so each person thrives and builds a healthier, more meaningful life.

Our Values

THRIVES reflects the core values that guide how we serve our clients, support our staff, and shape our culture and standards of care.

• Trust
  :
  We do what we say. Consistency builds trust.
• Hospitality
  :
  We treat everyone with dignity and respect.
• Responsibility
  :
  We own our work and follow through - and we don’t make excuses.
• Integrity
  :
  We do the right thing, always.
• Value-Driven Care
  :
  We deliver care that truly makes a difference.
• Excellence
  :
  We strive to improve every day and we don’t cut corners.
• Safety
  :
  We maintain a structured, high quality environment that prioritizes the safety and support of both clients and staff.

Why Work at Wildwood Recovery Center?

• Be part of a supportive team that helps individuals on their journey to recovery and wellness.
• We offer flexible scheduling from some positions and a…