Office Manager- Springfield, PA
Helping Hands Family - Autism Services, Springfield Township, PA, United States
Overview
The Office Manager oversees day-to-day operations of the clinic, coordinating planning, organization, scheduling, and workload distribution to keep the clinic running smoothly while maintaining high levels of customer satisfaction.
They also coordinate policies and procedures to ensure compliance with company standards, manage clinic operations in support of the Clinical Director, provide support for daily clinic operations, and participate in performance management discussions with the Clinical Director and/or Lead BCBA.
Responsibilities
Operational Management and Staff Coordination
Supervise daily operations and coordinate staff schedules to ensure full coverage.
Oversee in-clinic orientation and track progress.
Provide support for new team members.
Customer and Client Service
Handle front desk activities such as greeting visitors, coordinating client and family interactions, and managing phone communications.
Serve as the initial escalation point for client and family inquiries, assisting with complex cases as recommended by the Clinical Director.
Scheduling and Resource Allocation
Collaborate with the centralized scheduling department to optimize client and staff schedules.
Monitor and adjust daily schedules and resource allocations as needed.
Meeting and Workflow Coordination
Organize, schedule, and facilitate monthly team meetings.
Coordinate with the Clinic Director on workflow changes, schedule adjustments, and operational changes.
Team Member Administration
Manage attendance and ensure all times are recorded accurately.
Participate in onboarding and offboarding processes, including managing logistics and collecting devices from departing staff members.
Additional duties as assigned.
Qualifications
Bachelor's degree in healthcare, business administration, or a related business-related field.
3 years of progressive leadership responsibilities with experience in a healthcare facility or clinic.
Previous supervisory experience preferred in registration or clinic operations.
Knowledge of basic customer service principles and practices.
Thorough knowledge of computer systems, including previous experience using a client or medical database.
Excellent verbal and written communication skills.
Knowledge of medical terminology.
Familiarity with and/or the ability to learn ABA terminology.
Ability to deliver a high level of customer service.
Must be a team player and be able to communicate with individuals at all levels of the organization.
Strong organizational skills.
Physical Demands
This position requires the ability to occasionally lift and transport items weighing up to 25 pounds, such as office supplies and small equipment. Despite its primarily sedentary nature, this role involves prolonged periods of standing, frequent movement within the clinic environment, and frequent rising from a seated position.
Candidates must be comfortable working near young children, including potential bodily fluids. The position also involves exposure to a range of odors, fluctuating temperatures, and occasional loud noises from clients to meet diverse needs of our clientele.
Personality
Detail-oriented and highly organized.
Committed to purposeful care.
Benefits
$24-30/hr
401k with match
Short & long term disability
PTO, paid holidays, and paid family leave
Paid employee referral program
Opportunities for career advancement
Helping Hands Family Base Salary Range: $24 USD - $30 USD
Company Information
HHF is Great Place to Work Certified in 2022, 2023, and 2024.
HHFCORP.
Ready to Make a Difference? Apply Now!
Background Screening and Employment Conditions
All offers of employment are contingent upon the successful completion of a comprehensive background check, including Social Security and identity verification, reference checks, criminal history check, fingerprint screening, and any other relevant checks to ensure the safety and well-being of the children we serve. All new hires must complete E-Verify as required by USCIS. HHF does not provide immigration sponsorship for any roles at this time.
Equal Opportunity Statement
HHF is an equal opportunity employer and does not discriminate against any employee or applicant for employment based on race, color, religion, national origin, age, gender, sex, ancestry, citizenship status, mental or physical disability, genetic information, sexual orientation, veteran status, or military status.
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The Office Manager oversees day-to-day operations of the clinic, coordinating planning, organization, scheduling, and workload distribution to keep the clinic running smoothly while maintaining high levels of customer satisfaction.
They also coordinate policies and procedures to ensure compliance with company standards, manage clinic operations in support of the Clinical Director, provide support for daily clinic operations, and participate in performance management discussions with the Clinical Director and/or Lead BCBA.
Responsibilities
Operational Management and Staff Coordination
Supervise daily operations and coordinate staff schedules to ensure full coverage.
Oversee in-clinic orientation and track progress.
Provide support for new team members.
Customer and Client Service
Handle front desk activities such as greeting visitors, coordinating client and family interactions, and managing phone communications.
Serve as the initial escalation point for client and family inquiries, assisting with complex cases as recommended by the Clinical Director.
Scheduling and Resource Allocation
Collaborate with the centralized scheduling department to optimize client and staff schedules.
Monitor and adjust daily schedules and resource allocations as needed.
Meeting and Workflow Coordination
Organize, schedule, and facilitate monthly team meetings.
Coordinate with the Clinic Director on workflow changes, schedule adjustments, and operational changes.
Team Member Administration
Manage attendance and ensure all times are recorded accurately.
Participate in onboarding and offboarding processes, including managing logistics and collecting devices from departing staff members.
Additional duties as assigned.
Qualifications
Bachelor's degree in healthcare, business administration, or a related business-related field.
3 years of progressive leadership responsibilities with experience in a healthcare facility or clinic.
Previous supervisory experience preferred in registration or clinic operations.
Knowledge of basic customer service principles and practices.
Thorough knowledge of computer systems, including previous experience using a client or medical database.
Excellent verbal and written communication skills.
Knowledge of medical terminology.
Familiarity with and/or the ability to learn ABA terminology.
Ability to deliver a high level of customer service.
Must be a team player and be able to communicate with individuals at all levels of the organization.
Strong organizational skills.
Physical Demands
This position requires the ability to occasionally lift and transport items weighing up to 25 pounds, such as office supplies and small equipment. Despite its primarily sedentary nature, this role involves prolonged periods of standing, frequent movement within the clinic environment, and frequent rising from a seated position.
Candidates must be comfortable working near young children, including potential bodily fluids. The position also involves exposure to a range of odors, fluctuating temperatures, and occasional loud noises from clients to meet diverse needs of our clientele.
Personality
Detail-oriented and highly organized.
Committed to purposeful care.
Benefits
$24-30/hr
401k with match
Short & long term disability
PTO, paid holidays, and paid family leave
Paid employee referral program
Opportunities for career advancement
Helping Hands Family Base Salary Range: $24 USD - $30 USD
Company Information
HHF is Great Place to Work Certified in 2022, 2023, and 2024.
HHFCORP.
Ready to Make a Difference? Apply Now!
Background Screening and Employment Conditions
All offers of employment are contingent upon the successful completion of a comprehensive background check, including Social Security and identity verification, reference checks, criminal history check, fingerprint screening, and any other relevant checks to ensure the safety and well-being of the children we serve. All new hires must complete E-Verify as required by USCIS. HHF does not provide immigration sponsorship for any roles at this time.
Equal Opportunity Statement
HHF is an equal opportunity employer and does not discriminate against any employee or applicant for employment based on race, color, religion, national origin, age, gender, sex, ancestry, citizenship status, mental or physical disability, genetic information, sexual orientation, veteran status, or military status.
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