The Office Manager supports company operations by maintaining office systems and supervising assigned staff.

Business Responsibilities

• Produce weekly reporting, including: total weekly client count, weekly client count by therapist and inquiry report and other reporting as requested
• Attend weekly leadership meetings, record and distribute meeting minutes to the leadership team by EOD
• Send thank you notes to clients & professional referral sources
• Order printed material and marketing collateral, as needed
• Maintain current referral source list
• Maintain current staff contact information, clinical schedule, specialties, hourly rate, all certificates of

CEU’s and other trainings, copy of valid license and clinical liability insurance

• Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions, training and managing intern clinical and administrative schedules

• Provide support for the Clinical Director: scheduling, filing, staffing, office supplies, office management (as needed)
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer and disposal of records
• Maintains office efficiency by planning and implementing office systems, layouts and equipment procurement, as well as, daily functioning, storage of supplies, replenishments, overall office mojo
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments
• Regularly informs management by reviewing and analyzing special reports
• Maintains office staff by recruiting, orienting and training staff of office policies and procedures
• Maintains office staff job results by coaching staff; planning, monitoring and appraising job results
• Maintains professional and technical knowledge by attending educational workshops; establishing personal networks
• Budgets and manages payroll/expenses and reimbursement requests
• Achieves financial objectives by preparing budgets; scheduling expenditures
• Contributes to team effort by accomplishing related results as needed

Personality Traits

• Excellent customer service standards and skill set
• Experience managing staff, schedules, training skills
• Human Resources training: local, state and federal requirements, documentation, regulation standards
• Self-actualized individual requiring minimal management
• Conforms to requirements of HIPAA, direction of the franchise owner, Clinical Director and home office
• Organized and detailed with supply/service management
• Optimal organizational and communication skills for training others
• Ability to use multiple software systems needed to track budget expenses, clients/CRM, marketing
• Skilled with operational delegation, office staffing/supervision, managing processes, developing SOP standards, promoting process improvement, inventory control and reporting

Minimum 5 years office managerial experience in a Clinical Counseling setting (preferred)