Office Manager- Leesburg, VA

Helping Hands Family (HHF) is a top-rated ABA provider dedicated to a supportive and inclusive culture, offering rewarding work experiences that make a lasting impact on children’s lives. HHF is Great Place to Work Certified™ in 2022, 2023, and 2024.

About the role

The Office Manager oversees the day-to-day operations of the clinic and plays a vital role in its success. This position ensures smooth clinic operations by planning, organizing, scheduling, and distributing workloads among team members while maintaining high levels of customer satisfaction. The Office Manager also coordinates department-level purchasing, policies, and procedures to ensure compliance with company standards, supports the Clinical Director in managing clinic operations, and assists with daily clinic activities.

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 all times are recorded accurately.
  • Participate in the onboarding and offboarding processes, including managing logistics and collecting devices from departing staff members.
  • Participate in requested performance management discussions with support from the Clinical Director and/or Lead BCBA.
• Additional duties as assigned.

Requirements

• Bachelor’s degree in healthcare, business administration, or other business-related field.
• 3 years of progressive leadership responsibilities with experience in a healthcare facility/clinic.
• Previous supervisory experience preferred in registration or clinic operations.
• Knowledge of basic customer service principles and practices.
• Thorough knowledge of computer systems, including previous experience using a client or medical database.
• Excellent verbal and written communication skills.
• Knowledge of medical terminology and familiarity with ABA terminology.
• Ability to deliver a high level of customer service.
• Must be a team player and able to communicate with individuals at all levels of the organization.
• Strong organizational and time management skills.
• Ability to occasionally lift and transport items weighing up to 25 pounds, such as office supplies and small equipment.
• Comfortable working in an environment with prolonged standing, frequent movement, and exposure to young children, including potential bodily fluids, odors, fluctuating temperatures, and occasional loud noises.

Skills

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

Benefits

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

Pay

$24–$30 per hour