What are the responsibilities and job description for the Office Manager position at Maryland Wellness, LLC?
Description
The Office Manager is responsible for overseeing health and safety operations, managing the Operational Support Team, and ensuring the smooth functioning of the front office. This role involves coordinating administrative procedures, facilitating communication, and maintaining a positive team environment to ensure organizational effectiveness and safety.
Requirements
Health and Safety Management:
- Manage health and safety operations for the building.
- Ensure compliance with safety policies and procedures.
- Provide monthly and as-needed reports on health and safety conditions to the management team.
- Conduct program site emergency drills and inspections, documenting results and implementing improvements as necessary.
- Maintain the program site’s Safety Binder in compliance with required standards.
- Ensure compliance with all other health and safety measures to align with ADAA, CARF and other regulatory agencies.
Office Management
- Oversee office cleanliness and organization (medical records, database management, office and client supplies) and addresses maintenance of facility issues.
- Monitor supply inventory and orders accordingly.
Operational Oversight:
- Supervise the Operational Support Team:
- Ensures welcoming reception services, client check-ins, and appointment scheduling.
- Assists Providers (Therapists, Medication Prescribers) with scheduling client
- appointments, as well as ensures that appointment reminders, rescheduling, and follow-ups are taking place.
- Provides coverage for any role during absences or vacancies to ensure the continued functioning of the office/department.
- Facilitate daily operations and delegate tasks effectively.
- Resolve issues or complaints from clients, visitors, or providers promptly, following grievance processes as needed.
- Lead team huddles for feedback sharing and process improvement.
- Conduct monthly chart audits and shadow team members to ensure quality standards are met.
Administrative Responsibilities:
- Process and manage all mail and payments to appropriate departments, including banking and account scanning, daily.
- Prepare and send bi-weekly re-authorization reports to providers and OMHC/PRP leadership, confirming authorizations are completed within 30 days and sending reminders as necessary.
- Pull and share reports on office operations including call volume, productivity, client enrollment and other necessary measures to support the success of the team and the organization.
- Coordinate the processing of MTA paperwork for PRP clients requesting Disability bus passes and manage the monthly bus pass program (Baltimore location only)
- Maintain accurate records and log all client communications into the EMR system.
Team Management:
- Conduct bi-weekly 1:1 supervision sessions with team members to support goal progress and address supervision needs.
- Assist with interviewing, training, and onboarding new staff.
- Provide feedback to supervisees and assist with performance reviews and staff succession planning.
- Approve payroll for the operations team
Must have minimum of three years experience related to office management.
Salary : $50,000 - $60,000
