Office Manager

Company Overview

Little Leaves Lutherville is hiring for an Office Manager

Who We Are

Across our Applied Behavior Analysis (ABA) therapy centers, we work one-on-one with young children with autism. Through high-quality, evidence-based treatment as well as the application of data-driven methods to track progress and inform program adjustments, we are able to close the gap in developmental trajectory between our clients and their neurotypical peers.

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Small steps and big effects start here.

In preparing children ages 1 to 6 with autism to thrive, our passionate clinicians and technicians achieve positive outcomes, pursue meaningful development, and realize purposeful balance through one-on-one, individualized ABA treatment that leads to life-impacting results in communication, social skills,

safety, and independence.

Responsibilities

Essential Functions:

Scheduling and Coordination

• Create and maintain daily/weekly client and staff schedules to meet daily ratios, projected budget numbers, and maximize utilization of authorized hours.
• Understand, track, and communicate operational information that impacts service delivery.
• Ensure all appointments have been properly entered via Central Reach for billing and reporting purposes.
• Ensure all schedules are properly disseminated to staff via One Drive and Screen Cloud.
  
  

Office Management

• Support company operations through completion of weekly activities such as preparing payroll, completing revenue cycle audits, and managing staffing reports.
• Organize office operations and procedures by controlling correspondence, maintaining filing systems, reviewing, and approving supply requisitions, and assigning and monitor clerical functions to behavior technicians during non-billable time.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Design and implement office policies under the direction of the Center Director by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
  
  

Staff Management

• Provide initial center orientation and training to new Behavior Technicians on center-based policies and systems.
• Assist center director with communications to and from client families.
• Assist the clinical team with maintaining client electronic medical records via Central Reach.
• Manage staff and client tracking via Excel.
• Assist center director with coaching, counseling, and progressive discipline for employees, planning, monitoring, and appraising performance results.
• Provide follow-up responses to workers’ compensations, Leave of Absence (LOA), Short Term Disability (STD) and Family Medical Leave Act (FMLA) and reasonable accommodation requests (ADA) as needed.
  
  

Budget and Inventory Management

• Coordinates with the Center Director to effectively allocate center budget to meet the center needs, including inventory of materials, physical plant, and staff professional development funds.
• Supervise the maintenance of office equipment.
  
  

Facility Management

• Ensure the center is clean, safe, presentable, and appropriately set up.
• Assisting center team with custodial tasks, including cleaning up after client accidents (e.g., bathroom-related incidents), sweeping the client meal area after meals, and maintaining a clean and hygienic environment throughout the facility.
• Manage the reception area to ensure effective telephone and mail communications both internally and externally, responding to requests from families, staff, and professionals.
• Open the center daily and assist with client drop-off and ensure Center Director or proxy has sufficient information to close the center and complete client pick up daily.
• Liaison with vendors and property managers.
• Perform other duties as assigned by the Center Director or Regional Director.
  
  

Qualifications

Experience, Education & Skills Required

• Highschool diploma or equivalent required. Bachelor’s degree in business administration, healthcare management, or a related field preferred.
• One year of experience in office management and scheduling in a clinic and/or therapeutic practice required.
• Proficient in Microsoft Office.
• Strong interpersonal and communication skills.
• Highly organized and detail-oriented and the ability to maintain confidentiality.
• Customer service focused.
• Technologically adept and enthusiastic.
• Passion for serving individuals with autism.
  
  

Working Conditions

• Work is performed in a therapeutic center environment, involving interaction with young children and their families.
• Need to be able to push, pull, and lift up to 50 pounds.
• Monday through Friday onsite position.
  
  

Posted Salary Range

Starting from USD $55,000.00/Yr.