Office Manager - Calabasas, United States - Holding Hands Pediatric Therapy and Adult Services

Description

• Supervise and coordinate administrative support and coverage to ensure efficiency in site operations.
• Implement office policies and procedures to streamline workflows with Operations Manager and Regional Director support.
• Upkeep internal documents and administrative training materials.
• Monitor and report office progress on metric goals to senior management.
• Driving clinic growth goals and action plans in coordination assigned Regional Director.
• Partner with the clinical team on biweekly New Hire Training (NHT).
• Ensure the NHT schedule is readily available before the new hire start date.
• Responsible for conducting NHT for Human Resources, Scheduling, Office Orientation, Time Keeping, and Safety Procedures.
• Assign and delegate administrative duties as appropriate.
• Attend management meetings and training to further develop skill sets and build on professional growth.
• Act as an exemplary role model by adhering to policies and procedures, demonstrating a commitment to and support of the team, and being present, professional, and solution focused.
• Exhibit consistent attendance.
• Collaborate with program schedulers to ensure all appointments are entered and verified accurately.
• Drive and support all company, clinicbased, and community events.
• Ensure Rethink client lists are updated and accurate across departments.

• Recruit, train, develop, and evaluate the administrative team.
• Responsible for the professional development of the scheduling team.
• Partner with HR and Program Coordinator to effectively address all staff concerns.
• Foster a positive work environment and provide ongoing support and guidance to staff members.
• Conduct weekly meetings with the administrative team to communicate company updates, provide refresher training, review and develop solutions to barriers, meeting metric goals, address concerns, and promote teamwork.
• Determine or provide coverage for the administrative team during absences.
• Conduct regular checkins with our Developmental Interventionists and Behavior Technicians.

• Manage office supplies to include ordering and maintaining adequate inventory levels to meet the office's needs.
• Collaborate with management to optimize revenue and minimize expenses.

• Ensure compliance with all relevant healthcare regulations, including HIPAA and OSHA guidelines.
• Partner with HR to stay updated on industry regulations and best practices to implement necessary changes and maintain compliance i.e. Sexual Harassment/CPR Certs.
• Partner with the Compliance Manager for audits and scheduling reports.

• Collaborate with clinical staff to ensure seamless delivery of client care and adherence to treatment plans in the clinic.
• Partner with Program Coordinator to assist with new client onboarding following a 30day timeline.
• Conduct regular checkins with caregivers.

• Manage the cleaning crew schedule and analyze the best time to set up an effective cleaning schedule. Make changes as needed.
• Oversee maintenance of the clinic facility, including equipment, supplies, and cleanliness.
• Coordinate with vendors and contractors for repairs, renovations, and other facilityrelated services.
• Implement safety protocols and emergency preparedness procedures to safeguard staff, families, and clients.

• Bachelor's degree in healthcare administration, Business Management, or related field preferred.
• Experience working in an office environment, typically as an administrative assistant or an Office Manager for a minimum of 2+ years.
• Proficiency in MS Office (MS Word, MS Excel and MS PowerPoint, in particular)
• Proven experience in a clinical office and leadership role, with a strong understanding of healthcare operations and regulations.
• Excellent leadership abilities, with a track record of effectively leading and motivating staff.
• Strong communication skills, both written and verbal, with the ability to interact effectively with stakeholders.
• Detailoriented mindset, with the ability to multitask, prioritize responsibilities, solve problems efficiently, and drive results.
• Commitment to maintaining confidentiality and upholding ethical standards in all aspects of the job.
• Operational excellence: Must have a keen eye for detail and an exceptionally high bar for accuracy and quality. Similarly, must hold the team to that level of standards.
• Strong opinions loosely held: Ability to articulate a point of view with clarity, humility, and a willingness to question one's assumptions.
• Desire to constantly improve.
• The ability to lead with influence and build strong, productive relationships with various working styles and characteristics.
• Integrity and trustworthiness
• Excellent written and verbal skill