Office Manager / Creative Admin

Job Overview PREP Center Office Manager – Salary:$41,800
Key Attributes Work in a fast paced and dynamic environment
Utilize excellent interpersonal skills to ensure all clients are treated with warmth and respect
Use excellent communication skills with clients, visitors, and the diverse treatment team
Utilize technological skills to use varied computer systems, phone systems, and the security system
Multitask without becoming overwhelmed
Responsibilities Answer incoming calls to the program
Update insurance authorizations in client electronic health records
Monitor mail, program referrals and incoming faxes; distribute documents to appropriate staff and clients
Meet with clients to screen for entitlements, submit applications and follow up with HRA
Order and maintain inventory of all office and program supplies, including medical supplies as required by the medical staff
Promptly and correctly submit purchase orders and check requisitions to Director for approval
Conduct, track and log monthly fire drills to ensure compliance with executing egress and ensure fire extinguishers are serviced according to expiration dates
Notify Clinical Director and/or Area Director of administrative/facilities issues requiring a prompt response
Demonstrate flexibility and reliability with staff regarding lunch/break coverage
Oversee maintenance of office equipment and applicable service contracts
Demonstrate professional interactions with staff, vendors, auditors and clients
Serve as a back‑up to ensure food is prepared and distributed in the absence of the Facilities/Food Coordinator; order food supplies as needed
Daily monitoring of the facility to ensure points of egress are clear, hallways are free from obstruction and all facility repairs are immediately addressed
Communicate with housekeeping to ensure infection control cleanliness of all areas of the facility
Qualifications High School Diploma or GED, some college preferred
Related clerical/secretarial experience
Computer skills: proficiency with Microsoft Word, Excel, and Google Workspace
Ability to navigate and work within an Electronic Health Records system (EHR)
Ability to establish workload priorities and balance diverse projects
Exceptional oral and written communication skills pertaining to individuals and groups regarding complex and sensitive issues and/or regulations
Possess or obtain food handler’s license
Physical abilities to perform the essential job functions are needed
Benefits Generous PTO starting at 3 weeks’ vacation plus paid holidays, NYS Paid Sick Time and Personal Days403B; with annual discretionary agency‑funded bonus
Medical benefits: Dental, Vision, General Health, Behavioral Health, FSA: Health, Dependent care, and Transit
Access to unique membership‑based training and continuing education credits
Tuition reimbursement
Employee Assistance Program (EAP)
Voluntary life insurance (agency and employee sponsored)
Short term and long term disability
Company Description Project Hospitality is the largest nonprofit on Staten Island, committed to serving the needs of hungry and homeless. We serve people with special needs – people living with HIV and AIDS, people using substances, people living with mental illness – with an array of on‑site professional services. We offer a comprehensive continuum of compassionate care that begins with street outreach, shelter, soup kitchen and food pantry, and extends to treatment, other clinical and support services, and transitional and permanent supportive housing.

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