Office Manager

Helping Hands Family (HHF) is a top-rated ABA provider dedicated to a supportive and inclusive culture, offering rewarding work experiences with a lasting impact on children’s lives. HHF is Great Place to Work Certified™ (2022–2024).

About the role

The Office Manager oversees the day-to-day operations of the clinic and plays a vital role in planning, organization, scheduling, and workload distribution to ensure smooth operations and high levels of customer satisfaction. This position coordinates department-level purchasing, policies, and procedures to maintain compliance with company standards, supports the Clinical Director, and assists with daily clinic operations.

Responsibilities

• Operational Management and Staff Coordination:
  • Supervise daily operations and coordinate staff schedules to ensure full coverage.
  • Oversee in-clinic orientation and track progress for new team members.
• Customer and Client Service:
  • Handle front desk activities, including greeting visitors, coordinating client and family interactions, and managing phone communications.
  • Serve as the initial escalation point for client and family inquiries, assisting with complex cases as recommended by the Clinical Director.
• Scheduling and Resource Allocation:
  • Collaborate with the centralized scheduling department to optimize client and staff schedules.
  • Monitor and adjust daily schedules and resource allocations as needed.
• Meeting and Workflow Coordination:
  • Organize, schedule, and facilitate monthly team meetings.
  • Coordinate with the Clinic Director on workflow changes, schedule adjustments, and operational changes.
• Team Member Administration:
  • Manage attendance and ensure accurate time recording.
  • Participate in onboarding and offboarding processes, including logistics and device collection from departing staff.
• Additional duties as assigned.

Requirements

• Bachelor’s degree in healthcare, business administration, or a related field.
• 3 years of progressive leadership experience in a healthcare facility or clinic.
• Previous supervisory experience preferred, particularly in registration or clinic operations.
• Knowledge of customer service principles and practices.
• Proficiency with computer systems, including client or medical databases.
• Excellent verbal and written communication skills.
• Knowledge of medical terminology and familiarity with ABA terminology.
• Ability to deliver high-level customer service and work collaboratively across all organizational levels.
• Strong organizational and time management skills.

Physical Demands

• Ability to occasionally lift and transport items up to 25 pounds (e.g., office supplies, small equipment).
• Prolonged periods of standing, frequent movement within the clinic, and frequent rising from a seated position.
• Comfort working near young children, including potential exposure to bodily fluids.
• Exposure to a range of odors, fluctuating temperatures, and occasional loud noises from clients.

Skills

• Detail-oriented and highly organized.
• Communicative and collaborative.
• Committed to purposeful care.

Benefits

• Annual bonus plan.
• Medical, dental, and vision benefits.
• 401k with company match.
• Short- and long-term disability.
• Paid time off (PTO), paid holidays, and paid family leave.
• Paid employee referral program.
• Opportunities for career advancement.

Pay

$24–$30/hour (base salary range: $24–$28/hour).