Office Manager- Springfield, PA

Helping Hands Family•Springfield, PA

2h•Onsite

About The Position

The Office Manager is responsible for overseeing the day-to-day operations of the clinic and is a key player in our clinic's success. They play a vital role in the planning, organization, scheduling, and workload distribution among team members to ensure the clinic is operating smoothly, all while maintaining high levels of customer satisfaction. In addition, the Office Manager coordinates: Department-level purchasing, Policies and procedures to ensure compliance with company standards, Manages clinic operations in support of Clinical Director, Provides support for daily clinic operations. Participates in requested performance management discussions with support from the Clinical Director and/or Lead BCBA. Helping Hands Family (HHF) is Great Place to Work Certified™ in 2021, 2022, 2023, 2024, and 2025. We are a top-rated ABA provider dedicated to a supportive and inclusive culture. We offer rewarding work experiences, including making a lasting impact on children’s lives. Helping Hands Family is dedicated to a supportive, inclusive culture. From growing our team to the client treatment plans, we have committed to celebrating differences and helping everyone reach their highest potential. 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.

Requirements

Bachelor’s degree in healthcare, business administration, or other business-related field.
3 years of progressive leadership responsibilities with experience in a healthcare facility/clinic.
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 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.
Demonstratable time management skills.
Detail-oriented & highly organized
Communicative & collaborative
Committed to purposeful care

Nice To Haves

Previous supervisory experience preferred in registration or clinic operations.

Responsibilities

Supervise daily operations and coordinate staff schedules to ensure full coverage.
Oversee in-clinic orientation and track progress
Provide support for new team members.
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 the Clinical Director recommends.
Collaborate with the centralized scheduling department to optimize client and staff schedules.
Monitor and adjust daily schedules and resource allocations as needed.
Organize, schedule, and facilitate monthly team meetings.
Coordinate with the Clinic Director on workflow changes, schedule adjustments, and operational changes.
Manage attendance and ensure all times are recorded accurately.
Participate in the onboarding and offboarding processes, including managing logistics and collecting devices from departing staff members.
Additional duties as assigned.