Office Manager (ABA Therapy Clinics)

Arizona Autism United•Phoenix, AZ

2d•Hybrid

About The Position

Arizona Autism United (AZA United) is a leading nonprofit service organization for children and families affected by autism in and around Maricopa County. We provide a wide range of supports and therapies and are currently expanding locations and programs across the Valley. We are growing and this is an exciting time to join a Top Workplace winner, with many opportunities for future career growth! The primary role of the Office Manager Internal Title: Office Administration Supervisor (OAS) is to supervise front office staff & monitor the front office functions of each of the AZA United office locations and to serve as the primary back-up receptionist during absences. In addition, this role will help other department staff as needed in facilities administration, clinical scheduling, supply procurement, and event management.

Requirements

HS Diploma or GED required
3+ years of experience supervising multiple staff members
5+ years of experience in roles that required managing multiple priorities
Must have strong computer proficiency including experience with Microsoft Office Suite and CRMs
Must be at least 23 years of age for driving/compliance policies
Must have your own dependable vehicle with valid driver's license, insurance and registration
Must be able to successfully pass a fingerprint clearance check and other related hiring requirements

Nice To Haves

Excellent customer service & communication skills
Strong organizational skills and excellent attention to detail
Proficient computer skills
Resourceful problem-solver
Enthusiastic & positive team player
Excellent at effectively managing multiple priorities
Experienced supervisor who loves to coach + support others + collaborate

Responsibilities

Develop, monitor and support assigned staff: Provide initial and ongoing training for assigned employees, Document procedures in a way that can be easily understood and implemented by others, Regularly meet with and observe the work of assigned staff to provide performance feedback and monitor progress towards goals, Ensure adherence to legal and company policies and procedures in systems and processes
Support front desk operations: Visit each site on a regular cadence to support supervisees and perform site-specific tasks or projects, Serve as a backup receptionist for front desk management during absences of regularly assigned Office Administrators at any site, performing all regular duties for that role as needed, Ensure adequate inventory across locations, Manage and update all front desk operation systems, including but not limited to the phone system, fax system and visitor management system, Confirm Office Administrators are supported in their specialty tasks clinical staff as needed
Support compliance and facilities management: Participate in all onsite funding source and compliance audits, Ensure procedures are documented, ensuring the facility meets or exceeds all location-specific requirements set forth by our contracts, licenses, or funders (i.e., fire inspections, cleaning and sanitation procedures, evacuation drills, OSHA standards, etc.), Assist and help manage facilities related issues as they arise
Provide excellent customer service: Ensure that Office Administrators are trained to communicate with clients and staff professionally in accordance with our organizational values and goals in person, on the phone, and electronically, Empower Office Administrators with resources and information to respond to and resolve any inquiry they may receive with accuracy and efficiency, to promote customer satisfaction, Facilitate methods for the Office Administration team to participate in follow-up processes to ensure that families and staff are adequately supported by AZA United, Collaborate with all levels of employees and management, Establish and monitor systems for timely and accurate response to inquiries
Support systems improvement: Work with clinical and administrative leadership to create systems, processes, communication methods, etc. for front desk operations at each site, Manage projects and delegate assignments to supervisees for a variety of administrative and clinical needs, related to building infrastructure and improving efficiencies throughout the organization