(Medical Center) Office Manager

General Description:

The Office Manager is responsible for overseeing the overall function of Community Outreach Medical Center (COMC) office operations. The Office Manager will be expected to: assist in the development of operating processes and procedures; assist with Human Resources activities including recruitment, and benefits management; assist in managing accounting and financial activities; assist with annual audits; assist in purchasing; interact with vendors, contractors, and government agencies; review contracts for approval; represent the agency at various mandatory meetings; prepare routine and advance correspondence and reports; assist with program development; assist in developing and managing federal, state and local grant and other funding applications; coordinate assigned activities with other departments; sister businesses and outside partnering agencies, organizations, and the general public.

Roles & Responsibilities:

The following duties listed below are inclusive, but are not limited to:

• Assist the Director of Operations with the day-to-day operations of the organization
• Assist in managing organization operations, grant budgets, and requests for reimbursements
• Provide expense control oversight and support internal and external audits
• Ensure adherence to deadlines and timelines
• Oversee daily duties of front office specialists to ensure that quality standards are being met and proper procedures are being followed in collaboration with the Clinical Manager
• Provide guidance to employees related to errors, complaints, and/or disputes in collaboration with the HR Specialist
• Act as the ambassador for COMC company culture
• Aid HR in ensuring that all direct reports are up to date on training and certifications, and respond to record requests
• Coordinate work schedules and duty assignments
• Employee recruitment, including interviews and hiring, as needed
• Perform orientations and/or schedule training as needed for employees
• Interpret and explain work procedures and policies to staff
• Perform employee evaluations and make recommendations on personnel actions, such as promotions or terminations
• Serve as facility expert on IT and EHR systems
• Continuously improve systems and processes
• Support front office staff as needed
• Prepare and manage reports, manuals, correspondence, and other documents using a database or word processing
• Review records and reports relevant to payroll, production, and other workplace activities for monitoring employee activities and evaluating performance
• Assist the Director of Operations with monitoring timelines, deliverables, and reporting for various program grants throughout the organization
• Manage relationships with external partners/vendors
• Work with other supervisors to coordinate workplace activities with other departments, units, or teams
• Implement company or departmental policies, procedures, and quality/service standards
• Interact with a billing company to ensure charges are sent and processed
• Maintain records, including inventory, personnel, orders, supplies, and maintenance documentation
• Manage and coordinate clinical credentialing and billing activities for COMC
• Protect the organization's value by keeping information confidential
• Work cooperatively with all levels of employees, management, and external agencies
• Perform other duties as assigned.

Work Experience (Minimum Requirements):

• Healthcare/behavioral healthcare administration or management: 3 years (Minimum)
• Non-profit work experience; 2 years (Required)
• Ryan White Program (Preferred)
• 340B proficient (Preferred)
• Human Resources (Preferred)
• Personal Management: 2 years
• Proficient in Microsoft Office, Google G Suite, and other highly utilized office software
• Competency in working with electronic health records
• Excellent verbal and written communication
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Basic understanding of clerical procedures, administrative policy and procedures, and systems such as recordkeeping and filing
• Experience working with all types of third-party payers. (HMO, PPO, Medicare/Medicaid, etc.)
• Knowledgeable with HER systems
• Grant management and Budgeting experience
• Must be able to communicate clearly and concisely in writing and possess excellent verbal and presentational skills
• Excellent computer skills required (Microsoft Word, Microsoft Excel)
• Must be self-motivated, creative, detail-oriented, and excel in problem-solving skills
• Ability to Prioritize and manage multiple responsibilities with minimum supervision.
• Ability to deal with sensitive information with high confidentiality
• Ability to interact with diverse groups and work successfully in a collaborative, team-oriented environment
• Previous experience in HRSA/OPA audit

Education/Certification/Licensure (Minimum Requirements):

• High School diploma (required)
• Associate/Bachelor’s degree or equivalent in HR, Business Management, Accounting, or related field (Highly preferred)
• COMC is a CMS provider and is obligated to follow CMS guidelines, as of 3.31.2022 in compliance with CMS Omnibus COVID-19 Health Care Staff Vaccination Interim Final Rule, all COMC employees, contractual providers, volunteers, and students/interns are required to obtain vaccination against COVID-19 unless a medical or religious exemption request is approved.

Job Type: Full-time

Pay: $26.00 - $30.00 per hour

Expected hours: 30 – 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Medical Center Management: 1 year (Preferred)
• Direct Supervising: 2 years (Preferred)
• Medical management: 1 year (Preferred)

Language:

• Spanish (Preferred)

Ability to Relocate:

• Las Vegas, NV 89109: Relocate before starting work (Required)

Work Location: In person