Operations Specialist

Opal: Food Body Wisdom is a local, female owned eating disorder treatment facility in the University District of Seattle, Washington that offers Partial Hospitalization Program, Intensive Outpatient Program and traditional outpatient services. Our treatment is grounded in Radically Open Dialectical Therapy, with unique programming for Exercise Sport and an aim for clinic wide weight-inclusive practices.  We are looking for skilled individuals who want to join our team to provide quality treatment and work alongside a passionate and caring staff.  See www.opalfoodandbody.com to learn more.

Job Title: Operations Specialist

RESPONSIBILITIES:

Office Coordinator: 

• Take attendance for higher level of care daily 
• Send client appointment reminders
• Update client’s electronic charts
• Schedule/Reschedule patient appointments (Primarily for Psychiatry and Family and Relationship Therapy)
• Support Family and Relationship Therapy group organization and support collateral contacts in accessing this service
• Open office, maintaining welcoming environment and turning on all lights daily
• Receive payments from patients
• Maintain confidentiality in all aspects of patient, staff and agency information. 
• Interact with patients, vendors and visitors
• Support Office Support Staff as needed 
• Answer telephones and transfer calls and voicemails to appropriate staff members
• Manage door security system with monitor at front desk and Opal cell phone
• Distribute incoming correspondence, including faxes and email 
• Prepare responses to correspondence containing routine inquiries
• Perform general clerical duties to include copying, faxing, mailing and filing
• Scan and upload clinical documents to patients’ electronic charts
• Sign for and distribute UPS/FedEx or similarly delivered packages
• Return packages to designated drop-off points (post office, UPS, FedEx, etc.)
• Run miscellaneous errands
• Other duties as assigned

Operations Support:

• Support improvement of existing operations and workflow processes in Opal systems
• Support staff in assigned project‐based work

Psychiatrist Assistant: 

• Medication refill management
• Manage video conference links for psychiatric sessions
• Return calls related to scheduling and prescription refills
• Help complete client paperwork in preparation for psychiatrist’s review and signature
• General support and assistance psychiatrist
• Organizing pager system for psychiatrist 

Facilities:

• Assist in the management of facilities problems and improvements
• Re-stock, organize, and maintain shared spaces (waiting rooms, offices, meeting rooms, bathrooms)
• Support in the research, price and purchase office equipment and supplies
• Support management of Opal security system and staff key distribution
• Support Opal Apartment Facility Needs: supplies ordering, service requests, etc.

IT Management Support:

• Support management in addressing IT concerns across Opal
• Support in ordering and setting up technology across Opal
• Track distribution of Opal-issued property within the HRIS system
• Troubleshoots technology issues (internet, laptops, ipads, speakers, printers)
• Set up technology needs for hybrid (IRL and virtual) staff consult
• Set up computers for new staff and replace broken staff equipment
• Arrange for the repair and maintenance of office equipment and other office maintenance needs

Milieu Therapist Support Floater: 

• Your primary role takes precedence over your floater role, unless otherwise directed by your manager/leadership
• Support milieu with chores, food prep, putting away groceries, running errands, etc

REQUIREMENTS:

• Associates degree or higher 
• Excellent computer and organizational skills
• Excellent writing, analytical, and problem-solving skills
• Excellent communication and interpersonal skills
• Ability to operate standard office equipment
• Live, behave and talk in a way that reflects a non-diet, non-weight biased relationship with food and body
• Exhibit a high degree of confidentiality and personal boundary setting
• Experience in the medical, mental health and/or eating disorder field desired, but not required
• At least two years experience in general office responsibilities and procedures (desired, but not required)
• Experience in customer service (desired, but not required)

HOURS:

0.5 FTE, 20 hours per week, Monday-Friday, typically 7:30-12pm

Salary : $21 - $36