Office Manager, SBH

Job Description

Job Description

SUMMARY

Responsible for managing the day-to-day operations of the behavioral health clinic office, supervise administrative staff and ensure that daily workflows and business operations performed.

Oversee the Framingham clinic site and support the Marlborough clinic office as needed.

Why Work for SMOC?

• Flexible schedule, work / life balance and a 35-hour work week.
• Paid Time Off : All full-time employees can accrue up to 3 weeks of vacation, 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
• Employer Paid Life Insurance & AD&D and Long-Term Disability after 6 months of employment.
• Two Comprehensive Medical Plans with HRA Employer cost-sharing and 79% of premiums covered by the Employer.
• Dental w / Orthodontic Coverage with 75% of premiums covered by the Employer
• EyeMed Vision Insurance
• 403(B) Retirement Plan with a company match on day one.
• Additional voluntary benefits including additional Term and Whole Life Insurance policies, Accident Insurance, Critical Illness, and Short-Term Disability.
• Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.

PRIMARY RESPONSIBILITIES

• Create a friendly and welcoming environment, and provide outstanding customer service to all guests and patients
• Manage all purchasing including hardware, office supplies, kitchen items, delivery of water and coffee
• Oversee the procedures and process of daily administrative functions
• Interface with file storage and file shredding vendors for pick up
• Utilize the electronic health record to manage client memos and communicate with staff
• Manage the appointment reminder platform to automatically send email, text and phone reminders to clients
• Take lead role in centralized scheduling process and day to day operations
• Coordinate and manage the on-call service and ensure messages are relayed to appropriate staff
• Ensure cleaning company is performing required duties and enter maintenance requests for the building
• Develop, implement and manage centralized scheduling process for clinical and medical team
• Work with Senior Management and Medical Team to ensure cohesive and adequate administrative support
• Recruit, manage, develop and evaluate staff by providing mentoring, training and performance management.
• Create and send out monthly calendar for staff meetings and events
• Participate in onboarding and orienting new staff by making name badges, creating mailbox, and labelling offices, obtain necessary keys, and create accounts for Zoom and Adobe for all new hires.

Work with IT to ensure staff have the necessary hardware and software needed.

• Participate in Medical Team and Management Team meetings and communicate effectively
• Maintain working knowledge of HIPAA and 42CFR to ensure confidentiality of client information, in accordance with federal and state laws and funder requirements.
• Other duties as assigned.

KNOWLEDGE AND SKILL REQUIREMENTS

• Excellent organization and communication skills
• Bilingual (English / Spanish) a must; Portuguese a benefit
• Strong Administrative experience, leadership skills, and creative problem solving
• Experience with Office 365, Adobe, Zoom and EHR software a plus
• Calm demeanor and superior customer service.
• Prior experience in a medical or clinical setting a plus.

ORGANIZATIONAL RELATIONSHIP

• Directly reports to SBH Director of Business Operations
• Indirectly reports to Division Director, SMOC Behavioral Healthcare
• Direct reports of this position are Administrative Assistants (3-4)

PHYSICAL REQUIREMENTS

• Must be able to sit for long periods of time
• Must have reliable transportation
• Dress is business casual
• Must be able to lift small packages and objects less than 20 pounds

WORKING CONDITIONS

As part of the responsibilities of this position, the Office Manager will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human Services.

We are an equal opportunity employer committed to diversity in the workplace

rev. 02 / 03 / 2023

Monday - Friday 9 : 00AM - 5 : 00PM

35 Hours per week