The Assistant Office Manager is responsible for supporting the Office Manager in maintaining overall business operations and ensuring the office runs smoothly. This role involves overseeing administrative staff, including medical receptionists, maintenance, janitors, and couriers. All duties are carried out in accordance with the company policies, SOPs, and Good Clinical Practice (GCP) as well as all applicable Local, State, and Federal regulations.

Job functions:

• Presents a professional, welcoming first contact to all clients, Sponsors, vendors, board members, staff, media, etc. by phone, in person, and email.

• Responsible for the development and implementation of efficient office systems.

• Supervises the Site is always kept clean and organized in all areas.

• Oversees the medical equipment used in the facility and ensures it works properly.

• Makes sure that educational pamphlets and brochures of services are readily available for patients, as well as business cards with staff members' contact information.

• Manages office operations and interactions with different departments such as the Front Desk, Screening area, Laboratory, and patient transportation, while maintaining an appropriate office environment.

• Keeps track of office supplies inventory and equipment.

• Ensures adequate staff levels to cover for absences, after hours if needed, weekends, and peaks in workload.

• Delegates work to staff and manage their workload.

• Responds to customers' or patients’ inquiries and complaints.

• Arranges regular testing for electrical equipment and safety devices (Calibration/Temperature).

• Is responsible for incoming and outgoing mail, shipping, and receiving packages.

• Supervises the maintenance of office I.T. equipment, including copier, fax machine, etc.

• Manages the reception area to ensure effective telephone and mail communications, both internally and externally.

• Completes additional tasks as required by a specific protocol.

• Collates purchase orders and requisitions in order-to-order medical materials, goods, and supplies.

• Acts as liaison between the company and vendors to maintain the condition of the office and arrange for any necessary maintenance and repairs.

• This position reports to the Office Manager.

Desired qualifications:

• Works well in a team environment.

• Administration and business management skills.

• Flexible to adjust to a dynamic ever-changing environment.

• Excellent written and verbal communication skills.

• Customer service oriented with employees and outside customers.

• Ability to manage time effectively and work under pressure.

• Bi-lingual English/Spanish required.

• Ability to work after hours and weekends if needed.

• Knowledge of Microsoft Office 365.

Minimum requirements:

• Associate degree required, bachelor’s degree in health administration, Business Administration, or a related area preferred.

• 3 years experience at a supervisory level preferred.

Work schedule:

• Monday to Friday – 8:00 am – 4:30 pm, unless otherwise indicated.

• Work Remotely: No

Salary and benefits:

• Salary Range: $52,522 - $62,490 /year.

• Health Insurance

• Dental & Vision

• Short & Long term disability

• 401(k) & 401(k) matching plan

• Life insurance

• Paid time off

• Paid vacations

• Paid holidays

• Referral program

Job Type: Full-time

Pay: $25.00 - $28.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Associate (Required)

Experience:

• Medical office management: 3 years (Required)
• Administrative experience: 3 years (Required)

Work Location: In person