Office Manager, Patient Advocacy
About The Position
Do you hate injustice? Do you like fighting for the underdog? Would you like to be part of a dynamic and dedicated team of advocates and travel the county representing clients receiving substance use disorder treatment to ensure that their rights are upheld? We’re looking for an outstanding individual who loves challenges and gets satisfaction from helping others in need. Our highly regarded advocates investigate and resolve complaints, concerns, or grievances received from mental health clients about rights violations, coordinate efforts with other agencies as needed, and visit and monitor facilities for compliance with clients’ rights laws, regulations and policies. They also ensure that clients, staff, owners, and administrators are informed of the rights of persons with mental illness. The Office Manager will provide support and assistance to the Senior Director of Patient Advocacy and Housing Services with JFS and County annual budget preparation and management, maintain County Contract documents and agreements and help ensure compliance with all deliverables, invoice processing, monthly, quarterly, and annual reports, create and maintain financial and personnel records as requested, create and maintain efficient office procedures, manage filing systems for program, and manage calendar for Senior Director. The position requires advanced experience with Microsoft Office programs, specifically Excel, Word, and Outlook.
Requirements
- Bachelor’s degree or at least five years of managing an office and preparing and managing a budget equal to or more than $1,000,000.
- Advanced skills in Microsoft Office programs, especially Word, Excel and Outlook
- Ability and willingness to regularly use office equipment such as computers, fax machines/software, telephones and cell phones
- Strong oral and written communications skills, including experience fielding a high volume of phone calls
- Experience working in a fast-paced team environment and ability to work with staff members, clients and guests in a consistently personable, professional and helpful manner
- Strong sense of ethics
- Ability to work independently and as part of a team
- Flexible and able to handle emotionally intense situations
- Experience working in high-stress environments and emotionally charged situations that can lead to mental and emotional burnout. Emphasis on one’s wellness should be prioritized
- Experienced in facing verbal abuse or hostile interactions from clients, family members, or facility staff.
Responsibilities
- Ensure that Patient Advocacy Voice Mail and Faxes are retrieved and processed daily.
- Ensure preparation of daily Court calendar and records.
- Manage primary program calendar for all staff.
- Prepare JFS Forecast, Preliminary and Final annual budgets and prepare annual County contract budget.
- Manage office supplies and minor equipment purchases and maintain updated County inventory.
- Oversee submission and processing, and monthly Mileage Reimbursement Forms for all staff.
- Maintain Petty Cash Account, including reimbursements, and submit monthly and annual reports.
- Prepare monthly, quarterly, and annual report of all surveys in each program segment.
- Create and maintain all forms, logs, and checklists required to document contract requirements and deliverables.
- Prepare all print orders and maintain inventory of program printed materials.
- Register staff for approved conferences and secure all transportation and hotel accommodations.
- Maintain records, receipts, and account for all credit card expenses monthly.
- Maintain fiscal year binders for contract deliverables (in services, trainings, facility visits, etc.).
- Oversee and maintain scanning and cloud storage of client medical records, logs and checklists, and staff time off requests.
- Create and maintain successful working relationships with community partners.
- Order and distribute Patients’ Rights Handbooks to local hospitals.
Benefits
- Comprehensive, low-cost healthcare coverage for employees
- Generous employer 401(k) contributions
- Employer-covered life insurance
- Paid vacation time and sick leave
- 15 paid holidays, including Federal and Jewish holidays (as long as the holiday lands on a normal scheduled work day), and floating holidays
- 2 Wellness Days to be taken any time during the year to support employees’ mental wellness
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
