Office Manager

The Finger Lakes Performing Provider System (FLPPS) is a network of clinical and community-based providers working together across the 13-county Finger Lakes region to transform healthcare delivery, advance system transformation, close gaps in care, and support high-risk individuals and populations. FLPPS and its affiliated health home, the Greater Rochester Health Home Network (GRHHN) support providers in integrated healthcare delivery system optimization, care management, network and program management, population health and data analytics, and learning and development.    Additionally, FLPPS is a designated New York State Workforce Investment Organization (WIO) working with training and educational institutions, health systems and other providers, and Social Care Networks to strengthen the healthcare workforce.

 Position Summary

The Office Manager is responsible for overseeing the daily operations of the office, ensuring a welcoming, pleasant, clean, and efficient work environment. This role involves managing administrative duties, maintaining the physical office, handling incoming phone calls and visitors, managing calendars, and coordinating office activities such as ordering lunch. The Office Manager will be in the office five days a week and will play a crucial role in supporting the overall functionality and organization of the office. This role is funded by New York State through the Career Pathways Training Grant; continued employment is dependent upon ongoing availability of grant funding. The funding for this position is anticipated to continue through at least March 2027.

Key Accountabilities:

• Provide comprehensive administrative support, including managing complex calendars, scheduling meetings, and preparing documents and presentations.
•  Ensure all administrative tasks are completed accurately and in a timely manner.
• Oversee the maintenance of the physical office, including managing office supplies, equipment, and facilities. 
• Coordinate with building management and service providers to address any maintenance issues promptly.
• Handle incoming phone calls and greet visitors in a professional and friendly manner.
•  Direct calls and visitors to the appropriate personnel and provide assistance as needed.
• Manage and coordinate calendars for senior leadership and other team members. 
• Schedule and confirm appointments, meetings, and events, ensuring all participants are informed and prepared.
• Order and manage office supplies, including lunch and refreshments for meetings and events.
•  Ensure the office is well-stocked and organized to support daily operations.
• Facilitate effective communication within the office and with external stakeholders. 
• Ensure that all relevant information is shared promptly and accurately.
• Maintain accurate and organized records, including employee files, compliance documentation, and office inventory.
•  Ensure all records are up-to-date and easily accessible.
• Assist in planning and coordinating office events, meetings, and activities.  
• Ensure all logistical arrangements are in place and events run smoothly.
• Provide support to other departments as needed, including assisting with HR and compliance-related activities. 
• Ensure a collaborative and supportive work environment.

 Required Qualifications:

• Minimum of an Associate’s Degree required; Bachelor’s Degree preferred.
• 3-5 years of administrative support experience, preferably in an office management role.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office applications, including Excel, PowerPoint, and Word.
• Ability to handle confidential information with discretion and professionalism.
• Strong problem-solving and decision-making abilities.

 Competencies

• Ability to manage time effectively
• Adaptable to an ever-changing environment
• Highly organized and detail oriented
• Excellent oral and written communication skills 
• Ability to maintain a high degree of confidentiality 
• Consistent demonstration of FLPPS Brand Values: Collaborative, Trusted, Result-Oriented, Strategic and Adaptive

 In support of the American with Disabilities Act (ADA), this job description lists those responsibilities and qualifications deemed essential to the position. This job description is a summary of the typical functions of the job, and additional responsibilities may be assigned as necessary. 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender, gender identity or expression, sexual orientation, national origin, marital status, genetics, disability, age, veteran status, or any other legally protected status. 

FLPPS is committed to providing service that is culturally and linguistically appropriate for our diverse partnerships. We work to ensure that our philosophy of cultural and linguistic diversity is embraced in all levels of our organization. Culturally competent services are required from both our employees and our partners.