Office Manager, Patient Advocacy

About the role

The Office Manager will provide support and assistance to the Senior Director of Patient Advocacy and Housing Services with JFS and County annual budget preparation and management, maintain County Contract documents and agreements and help ensure compliance with all deliverables, invoice processing, monthly, quarterly, and annual reports, create and maintain financial and personnel records as requested, create and maintain efficient office procedures, manage filing systems for program, and manage calendar for Senior Director.

Responsibilities

• Ensure that Patient Advocacy Voice Mail and Faxes are retrieved and processed daily.
• Ensure preparation of daily Court calendar and records.
• Manage primary program calendar for all staff.
• Prepare JFS Forecast, Preliminary and Final annual budgets and prepare annual County contract budget.
• Manage office supplies and minor equipment purchases and maintain updated County inventory.
• Oversee submission and processing, and monthly Mileage Reimbursement Forms for all staff.
• Maintain Petty Cash Account, including reimbursements, and submit monthly and annual reports.
• Create and maintain all forms, logs, and checklists required to document contract requirements and deliverables.
• Create and maintain successful working relationships with community partners.
• Order and distribute Patients’ Rights Handbooks to local hospitals.

Requirements

• Bachelor’s degree or at least five years of managing an office and preparing and managing a budget equal to or more than $1,000,000.
• Advanced skills in Microsoft Office programs, especially Word, Excel and Outlook.
• Ability and willingness to regularly use office equipment such as computers, fax machines/software, telephones and cell phones.
• Strong oral and written communications skills, including experience fielding a high volume of phone calls.
• Experience working in a fast-paced team environment and ability to work with staff members, clients and guests in a consistently personable, professional and helpful manner.
• Strong sense of ethics.
• Able to work independently and as part of a team.
• Flexible and able to handle emotionally intense situations.
• Experience working in high-stress environments and emotionally charged situations that can lead to mental and emotional burnout.
• Experienced in facing verbal abuse or hostile interactions from clients, family members, or facility staff.
• Physical Demands: Sit, talk and listen, Stand, walk and use hands and arms to use a keyboard, handle papers, and reach for the phone, Occasionally climb or balance, stoop, kneel, crouch or crawl, Occasionally lift and/or move up to 20 pounds.