The Clinics at ICL are a dynamic and fast-paced programs serving the mental health needs of the community, providing psychotherapy, medication management and medication injections. The Senior Office Manager is responsible for overseeing and standardizing the organization and coordination of office operations and procedures in order to ensure organizational effectiveness and efficiency. There are multiple moving pieces in clinic work and the Senior Office Manager role is crucial in ensuring coordination of all the various aspects of clinic operations, including coordinating referral review by Front Desk staff, scheduling for psychiatric staff and for new intakes, and organizing staff around appointment reminders. The Senior Office Manager oversees the coordination of all program administrative functions including monthly reporting, utilization tracking, and supply ordering, and is a support for billing and payroll. The person in this position collaborates frequently with clinic/program directors to ensure administrative program needs are satisfied, and holds responsibility for the physical office space, including chart rooms and ensuring facility upkeep to meet regulations.MINIMUM QUALIFICATIONS:
- Education: Bachelors Degree
- Experience: at least three years of Office Management experience; preferably in Article 31/MHOTRS clinic programs.
- Other:Proficiency and fluency in all Microsoft Office programs, ability to learn and work with medical record Electronic Health Record (EHR).
ESSENTIAL JOB FUNCTIONS:The Senior Office Manager oversees/manages the following in all ICL Article 31/MHOTRS clinic & school-based programs:
- Implementation of office management policies.
- Establishment of standards and procedures for office operations.
- Organization of office operations and procedures.
- Organization of incoming referral system and appointment scheduling.
- Provision of support to program clients as needed.
- Working with clinic therapists and supervisors to collaborate and support operations.
- Answering of the phones, granting of building access, and greeting of visitors to the building office space.
- Control of correspondences.
- Review/approval of purchase orders for supply requisitions.
- Coordination with ICL Corporate Office departments (IT, HR, Finance, etc.) as needed
- Liaison with other agencies, organizations and groups as appropriate and directed.
- Coordination with other co-located programs operating to efficiently manage purchasing, supply allocations, and equipment use.
- Program filing/maintenance systems.
- Protection and security of files and records.
- Planning and implementation of office systems, layout and recommendations for equipment procurement.
- Maintenance of training attendance and staff development meetings as directed by the Senior Program Director.
- Compliance and promotes compliance with all applicable laws, regulations and agency policies helping to strengthen and maintain an ethical organizational culture.
- Performance other related duties as required.
KNOWLEDGE, SKILLS AND ABILITIES:
- Excellent time management skills and ability to multi-task and prioritize work
- Excellent organizational skills
- Attention to detail and problem-solving skills
- Ability to work independently and complete tasks
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Knowledge of office administration policies and procedures
- Ability to maintain a high level of accuracy in preparing and entering information
- Excellent interpersonal skills and professionalism
- Ability to work cooperatively with others
- Ability to work in a fast-paced environment
- Able to be flexible and adaptable to meet the needs of the growing clinics
- Flexible with hours