Administration Manager

Job Title: Office Manager

Status: Part-Time

Position Summary:

The Office Manager plays a crucial role in facilitating smooth day-to-day operations at Abundant Life Pediatrics. Responsibilities include managing front desk activities, scheduling appointments, answering phones, maintaining patient records, coordinating communication between staff and patients, and ensuring a welcoming and efficient environment. This position requires excellent organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously in a high-demand environment. The Office Manager also oversees administrative functions like; office supplies, inventory, and ensuring compliance with clinic policies to enhance the overall patient experience and clinic efficiency. Strong communication and problem-solving abilities are essential for success in this role. The ideal candidate will display a professional commitment to building a winning team of future staff members around them. Abundant Life Pediatrics is a faith-based holistic healthcare facility and prides itself on natural and integrative health practices. This role will directly communicate with patients, assist the medical provider, and support efficiencies of operational work. This role will work on-site (with some remote work time) and uphold the core values of Abundant Life Pediatrics to ensure that patients and their families have a welcoming environment and atmosphere of excellent care.

Essential Roles and Responsibilities

The Office Manager at Abundant Life Pediatrics plays a vital role in ensuring the smooth and efficient operation of the clinic, with responsibilities spanning administrative, operational, and interpersonal tasks. This individual will:

Manage Front Desk Operations:

• Greet patients and families with a warm, welcoming demeanor.
• Answer phones and address patient inquiries professionally and efficiently.
• Schedule and confirm patient appointments while maintaining an organized calendar.

Maintain Patient Records and Communication:

• Ensure accurate and confidential handling of patient records.
• Facilitate clear communication between patients, providers, and staff to support exceptional care.

Support Daily Office Functions:

• Monitor and manage office supplies and inventory, ensuring stock is sufficient for clinic operations.
• Maintain cleanliness and organization of shared spaces, including the waiting area and restrooms.
• Uphold clinic policies and ensure compliance with operational standards.

Enhance Patient Experience:

• Foster a welcoming environment that reflects the clinic’s faith-based holistic mission.
• Proactively identify and address patient and family needs to improve their experience.

Collaborate with Providers and Staff:

• Assist the medical provider with administrative and operational tasks to improve clinic efficiency.
• Act as the central point of communication and coordination for staff.

Uphold Core Values:

• Demonstrate a commitment to the clinic’s faith-based, holistic approach to care.
• Uphold and promote Abundant Life Pediatrics’ mission of integrative and natural health practices.

Develop and Build Team Excellence:

• Display leadership in fostering teamwork and a positive office culture.
• Contribute to building a strong and efficient team, aligned with the clinic’s long-term goals.

• Review and update patient records for accuracy and completeness.
• Audit clinic policies and procedures to ensure compliance and efficiency.
• Generate and review monthly reports, including appointment trends, patient feedback, and key performance metrics.
• Conduct a comprehensive inventory check of office supplies and medical materials.
• Order necessary items to maintain adequate stock levels, ensuring no disruptions to daily operations.
• Organize and lead staff meetings to review updates, address concerns, and maintain alignment with clinic goals.
• build job duty parameters for future hires
• Coordinate with vendors or service providers for any required repairs or maintenance to ensure a safe, clean, and welcoming environment.
• Analyze patient satisfaction and feedback to identify areas of improvement.
• Develop and implement strategies to enhance the patient experience.
• Review billing and payment systems for accuracy and efficiency.
• Ensure financial records and transactions align with clinic policies.
• Evaluate clinic processes and propose improvements to enhance efficiency and patient satisfaction.
• Assist in long-term planning to support clinic growth and align with Abundant Life Pediatrics' mission.

Essential Qualifications:

• High school diploma or GED required.
• Associate’s degree or higher in Business preferred.
• Experience and/or Certification
• 1-3 years’ experience as an office manager / receptionist / administrative assistant / office coordinator / relatable profession or within healthcare / private medical practices required.
• Knowledge and/or working experience within Integrative, Functional, Holistic healthcare preferred.
• Proficiency in Microsoft Office required.
• CPR certification preferred.

Working Conditions:

· Physical Demands

-High paced environment

o Requires vision, speech, and hearing and a low level of physical activity to include sitting, standing, walking, lifting and carrying as required.

· Environmental factors

o Primarily Indoors; office-setting.

Job Type: Part-time

Pay: $20.00 - $27.00 per hour

Benefits:

• Paid time off

Schedule:

• Day shift

People with a criminal record are encouraged to apply

Education:

• High school or equivalent (Required)

Experience:

• Medical office: 3 years (Preferred)

Ability to Commute:

• Bridgeville, PA 15017 (Required)

Work Location: Hybrid remote in Bridgeville, PA 15017

Salary : $20 - $27