Office Manager

Armada Recovery; Akron (OH); On-site; USD 36,000 - 48,000; Full time

Job summary

Armada Recovery seeks an Office Manager for Akron House clinic in Akron, OH. This temporary 6-month role supports daily operations, manages front-office activities, scheduling, and communications to ensure a welcoming patient experience.

Responsibilities include data entry, records management, office logistics, and coordinating with clinical staff to maintain efficient clinic operations while upholding HIPAA and policy standards.

Qualifications

• 2–3 years of experience in an administrative or office management role, preferably in a healthcare setting.
• Experience coordinating front desk operations, appointment scheduling, and patient/client communications.
• Familiarity with electronic health record (EHR) systems, such as KIPU or similar platforms.
• Demonstrated experience managing office supply inventory, vendor coordination, and maintaining organized record-keeping systems.
• Prior experience supporting cross-functional teams, including clinical and administrative.

Responsibilities

• Administrative Support: Providing administrative support to ensure efficient operation of the office.
• Office Maintenance: Maintaining office efficiency by planning and implementing office systems and equipment procurement.
• Records Management: Maintaining and updating records (physical and electronic).
• Communication: Handling incoming and outgoing correspondence, including emails and calls.
• Event Planning: Organizing and coordinating meetings, conferences, and related events.
• Greeting Visitors: Greeting clients and visitors and directing them appropriately.
• Scheduling Appointments: Managing clinic appointment calendar and coordinating with medical staff.
• Clinic Communications: Managing telephonic and email communications and relaying messages.
• Customer Service: Providing excellent customer service to stakeholders.
• Office Organization: Maintaining supplies inventory and placing orders.

Skills

Administrative support

Records management

Scheduling

Customer service

Communication

Event planning

Education

High school diploma

Bachelor’s degree in Office Administration

Tools

KIPU EHR

Job description

POSITION TITLE: Office Manager

Temp position for 6 months

JOB SUMMARY

The Office Manager plays a critical role in ensuring the smooth and efficient daily operations of Akron House clinic. This position is responsible for providing comprehensive administrative support, maintaining organized systems and records, overseeing appointment scheduling, managing communications, and ensuring welcoming, professional front-office experience for clients and visitors. The Office Manager also supports internal staff through effective coordination of resources, supplies, and facility logistics. This role requires exceptional organizational skills, strong communication abilities, and a customer service mindset to contribute to the overall success and mission of the clinic.

DIRECTLY REPORTS TO: Clinical Supervisor

DUTIES OF THE POSITION

The duties of the position include, but are not limited to, the following:

• Administrative Support: Providing administrative support to ensure efficient operation of the office. You will support managers and employees through a variety of tasks related to organization and communication including but not limited to data entry, filing, copying, scanning, and preparing documents reports, presentations, and correspondence as requested.
• Office Maintenance: Maintaining office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Records Management: Maintaining and updating records (physical and electronic) of employees, customers, and financial transactions.
• Communication: Handling incoming and outgoing correspondence, including emails, phone calls, and letters.
• Event Planning: Organizing and coordinating meetings, conferences,
• Greeting Visitors: Greeting clients and visitors upon arrival and directing them to the appropriate areas.
• Scheduling Appointments: Oversees the clinic' s appointment calendar, schedules patient visits, and coordinates with medical staff.
• Clinic Communications: Manages clinic telephonic and email communications, addresses patient inquiries, and relays messages to the appropriate personnel.
• Customer Service: Provides excellent customer service to internal and external stakeholders, addressing inquiries and resolving issues promptly and professionally.
• Office Organization: Maintains Office supplies inventory by assessing inventory levels, anticipating needed supplies, proactively placing and expediting orders for supplies, and verifying receipt of supplies.

COMPLIANCE RESPONSIBILITIES

Akron House employees are required to comply with all state and federal regulatory and legal requirements. Additionally, all staff members must comply with the Armada Employee Handbook, any Code of Ethics and all other Armada Recovery policies.

EDUCATIONAL REQUIREMENTS

High school diploma; bachelor’s degree and additional qualifications in Office Administration are a plus.

PRIOR EXPERIENCE REQUIRED

• 2—3 years of experience in an administrative or office management role, preferably in a healthcare, behavioral health, or Outpatient clinical setting.
• Experience coordinating front desk operations, appointment scheduling, and patient/client communications.
• Familiarity with electronic health record (EHR) systems, such as KIPU or similar platforms.
• Demonstrated experience managing office supply inventory, vendor coordination, and maintaining organized record-keeping systems.
• Prior experience supporting cross-functional teams, including clinical and administrative
• Experience working in a HIPAA-compliant environment, with a solid understanding of patient confidentiality and data privacy standards.

SKILLS AND QUALIFICATIONS

• Proven experience as an office manager or administrative assistant.
• Knowledge of office administrator responsibilities, systems, and procedures.
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.

COMPUTER SKILLS

• Ability to use Microsoft Word
• Ability to use Microsoft