Office Administration Manager

Fulfill your purpose at CLM: https://www.youtube.com/channel/UC8bCS3JufXrPyr7SgiLrusQ

Center for Life Management (CLM) provides the area's most comprehensive array of outpatient mental healthcare. We offer innovative and evidence-based services that enhance the health and well-being of individuals and families. We operate three facilities: our main office (Derry, NH), our satellite office (Salem, NH), and a residential program (Salem, NH). As the region’s designated mental health center, we provide services in a hybrid model to meet client needs—in the home, in the community, in the office, and remotely via telehealth.

The Office Manager plays a key role in supporting the agency’s operations by overseeing daily front office functions at our Derry and Salem locations. This position is responsible for supervising a team of 12–16 administrative staff, ensuring efficient office operations, maintaining accurate client records, and delivering exceptional customer service. The Office Manager will promote a welcoming environment for clients and visitors while ensuring staff coverage, training, and performance expectations are met. This is a full-time, 40 hour per week position that will split their week between the Derry and Salem locations. This role is considered exempt in accordance with the Fair Labor Standards Act (FLSA). The schedule is Monday – Friday 9:00 AM – 5:30 PM. Onsite presence is required: 3 days per week in Derry, 2 days per week in Salem. Flexibility is required to ensure front office coverage during core agency hours (8:00 AM – 8:00 PM).

Major Functional Areas and Description of Duties

• Staff Supervision: Oversee front office staffing to ensure appropriate coverage across all shifts. Provide day-to-day supervision, guidance, support, and performance feedback to team members.
• Client Management: Greet and check in clients for services, ensuring a welcoming and professional environment at all office locations.
• Administrative Oversight: Maintain accurate and up-to-date client demographics and billing information within the Electronic Health Record (EHR) system.
• Front Office Operations: Ensure front desk operations are organized, efficient, compliant with agency procedures, and aligned with organizational standards. Coordinate and streamline operations for optimal performance.
• Customer Service: Model and promote excellent customer service. Promptly address and resolve client questions or concerns in a respectful and empathetic manner.
• Schedule Coordination: Develop and manage office schedules and coordinate staff availability to maintain coverage and operational flow.
• Supply Management: Oversee inventory and procurement of general office supplies across four agency locations. Maintain stock levels, place orders, and ensure timely replenishment.
• Team Leadership: Promote a collaborative, positive team environment. Ensure front office staff are trained, motivated, and supported in their roles.
• Administrative Support: Perform a variety of administrative functions as needed, including interoffice deliveries, file management, ordering supplies, and maintaining office equipment.
• Operational Improvement: Identify and implement opportunities to improve front office operations, including workflows, client intake processes, insurance and demographic verification, co-pay collection, scheduling practices, office safety, space utilization, and supply and equipment needs. Collaborate with leadership to ensure front-end processes support a safe, efficient, and client-centered environment.

Qualifications and Skills

• Minimum of 2–3 years of experience in office management, administrative operations, and team supervision (experience in a healthcare or behavioral health setting strongly preferred).
• Bachelor’s degree preferred in a related field such as Business Administration, Healthcare Administration, Public Health, Human Services, or Psychology. Equivalent combination of education and relevant work experience in office management, healthcare operations, or administrative supervision will be considered in lieu of a degree.
• Strong leadership and team management skills with ability to lead, coach, motivate and support a diverse team in a fast-paced environment.
• Demonstrated experience overseeing front office workflows, client intake, and administrative support functions.
• Strong interpersonal and customer service skills with the ability to respond to clients and families in a compassionate, professional manner.
• Excellent verbal and written communication skills.
• Ability to de-escalate situations and problem-solve in real time with clients or staff.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, TEAMS, etc.) and comfortable navigating Electronic Health Records (EHR) and scheduling systems.
• Ability to learn and navigate scheduling, billing, and intake platforms.
• High attention to detail and strong organizational skills, particularly in managing digital records and schedules.
• Ability to prioritize tasks, manage competing deadlines, and adapt to changing operational needs.
• Demonstrated initiative in identifying process improvements and implementing operational efficiencies.

Benefits

At Center for Life Management we offer a robust benefits package because caring for our staff is just as important as caring for our clients. Benefits for benefits eligible employees include:

• Comprehensive health insurance (medical, dental, vision)
• Health Reimbursement Arrangement
• Flexible Spending Account
• Paid earned time (3 weeks in year one, caps at 6 weeks)
• Paid holidays (8) with bonus birthday holiday in your birth month
• 403(b) Retirement Savings Plan with 3% company contribution upon 1 year of employment
• Life Insurance paid by company
• Short and Long Term Disability paid by company
• Accidental Death and Dismemberment Insurance paid by company
• Employee Assistance Program (EAP), accessible to staff and their natural supports
• Company issued cell phone and laptop as needed for role
• Scholarship for professional advancement
• Mileage reimbursement for applicable positions
• On the job training and continuing education opportunities
• Rewarding and supportive work environment with excellent opportunities for career growth
• Meaningful relationships with your co-workers and the individuals we serve
• Flexible work schedule
• Teamwork, teamwork and more teamwork!

The Center for Life Management has partnered with New England College to offer a Master’s Degree! This is an exciting opportunity for CLM staff to earn a Master of Science in Clinical Mental Health Counseling (MS) degree in 3 years.

Who’s Eligible and What’s Required:

• Must be a regular, full-time CLM employee in good standing for 9 months or more.
• Must hold a Bachelor’s Degree.
• Must agree to a five (5) year commitment of full-time employment in good standing with the Center for Life Management (beginning from start date/year of Professional Development Program participation).
• Participants must maintain a B average to continue participation in the program.

• Cost of tuition is covered by Center for Life Management
• Employee is responsible for applicable taxable portion of tuition remission

Join CLM and make your career dreams a reality!

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