Office Manager

ODYSSEY BEHAVIORAL GROUP•Uwchlan Township, PA

31d•Onsite

About The Position

The office manager assists the treatment program in daily functions around scheduling, making phone calls, and client care. This position is responsible for ordering and distributing supplies and assist with intakes as needed. The office manager helps support the Executive Director while maintaining relationships and contacts while ensuring the cleanliness and safety of clients and staff. Additionally, the office manager will create a welcoming atmosphere to all visitors and clients and promote a positive culture between staff, clients, and outside parties.

Requirements

Minimum of high school Diploma
2 years’ experience in the human services or customer service field.
Excellent Organization and communication skills.
Strong attention to detail
Proficient in Microsoft.
Valid driver’s license, vehicle insurance and acceptable driving record.
Clearance of TB test, and any other mandatory state/federal requirements.
Current CPR and First Aid certification.

Nice To Haves

Sets high standards of performance for self; assumes responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.
Conveys information and ideas in a professional, clear, and timely manner; providing information to ensure understanding; soliciting input from the others during the communication. Provides input to the organization when requested.
Generates alliances internally and externally by continuously identifying and acting on those things that will create success for our organization and the clients.
Actively participates as a committed member of a team and works with other team members to help complete goals and deliverables.
Contributes to small business environment by taking ownership of one’s position in the team and resolves productivity and efficiency problems by being seeking solutions.

Responsibilities

Working 40 plus hours a week
Answer and direct phone calls
Signing in all guests to the facility
Assist in documentation of client services
Assist in client needs
Conduct client check ins
Manage reception area
Assisting with new intakes and discharges
Assist NP/PA/Psychiatrist with scheduling and appointments
Facilitating clinical groups as assigned by supervisor
Manage supply inventory and supply ordering including UA POC supply
Ensure supply/storage areas are kept orderly, organized, labeled and stocked
Manage and communicate facility tour schedule
Update facility slideshow to present current and up-to-date information
Ensure that facility presentations are set up on electronic devices (TVs), staff bios are updated and present
Ensure that client food/beverage/refreshments as well as reception/lobby areas and provider offices are appropriately stocked and kept orderly
Ensure that designated smoking areas are being used properly and are up to safety and fire codes and that clients, staff and visitors are using the designated smoking areas
Report any maintenance/building issues to Executive Director and Property Manager in a timely manner
Ensure that group spaces, bathrooms, copy room, conference room and other common areas are neat, orderly and stocked with appropriate supplies
Manage relationships with third party vendors
Management of facility credit card and Regions updates
Complete Expense Report for facility credit card on a monthly basis.
Collect client payments for OOP insurance costs and report collections to accounting department.
Upload bills from 3rd party vendors to Accounts Payable.
Open/close building to facility standards as assigned
Navigate client issues and contact Executive Director with any acute or emergency situations
APA interventions as needed
Perform other duties as assigned
Functions within the guidelines of the facility’s Code of Ethics and in accordance with corporate compliance.
Represents the program within the community at local, regional, and national events, as requested.
Assists in promoting and ensuring the organization’s values, mission, goals, and objectives are understood and actively supported by the employees.
Performs other duties as assigned