Position Summary
The Operations Manager oversees the day-to-day administrative operations of the office, ensuring a productive and efficient workplace. This role involves managing administrative staff, monitoring financial and operational processes, and maintaining compliance with organizational policies. The Office Manager plays a vital role in supporting the organization’s mission by ensuring smooth operations, accountability in collections, and high-quality customer service.
Requirements
Key Responsibilities
Administrative Management
Oversee daily office operations, ensuring efficiency and adherence to organizational policies.
Maintain office supplies and inventory, placing orders as needed.
Ensure proper functioning of office equipment and coordinate repairs or maintenance.
Develop and implement office policies and procedures to enhance productivity.
Staff Supervision
Manage administrative staff and community health workers, including scheduling, performance evaluations, and training.
Provide direct oversight and support for community health workers to ensure alignment with organizational goals, patient engagement strategies, and compliance requirements
Delegate tasks and ensure staff accountability for assigned duties.
Address staff concerns and foster a positive, professional work environment.
Financial and Operational Oversight
Ensure daily collection of copays and past-due balances.
Monitor office expenses and assist with budgeting to ensure cost-effective operations.
Oversee referral turnaround times to ensure timely processing.
Ensure compliance with sliding fee scale program requirements.
Track and report key operational and financial performance metrics for leadership review.
Customer Service and Communication
Act as a point of contact for visitors and patients, addressing concerns and ensuring a positive experience.
Coordinate communication between office staff, community health workers, and external partners.
Support organizational reputation by ensuring high-quality service delivery.
Compliance and Reporting
Ensure compliance with federal, state, and organizational regulations, including HIPAA and OSHA.
Maintain accurate and up-to-date records for audits and reporting requirements.
Prepare and submit reports on office performance metrics to leadership.
Qualifications
Education
High school diploma or equivalent (required).
Bachelor’s degree in Business Administration, Healthcare Administration, or a related field (preferred).
Experience
Minimum of 3 years of experience in office management, preferably in a healthcare or nonprofit setting.
Experience with electronic records systems and office operations.
Supervisory experience with administrative staff and/or community-based teams preferred.
Skills and Competencies
Strong leadership and organizational skills.
Excellent communication and interpersonal abilities.
Proficient in Microsoft Office Suite and other office management software.
Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
Core Values and Expectations
Demonstrate a commitment to the organization’s mission of delivering high-quality, patient-centered care.
Uphold professionalism, integrity, and confidentiality in all office operations.
Foster a collaborative and supportive work environment.
Physical and Work Environment Requirements
Frequent sitting, standing, and walking.
Ability to lift and move office supplies or equipment weighing up to 25 pounds.
Work in an office environment with occasional interruptions and multitasking demands.