Office Manager

Holding Hands Inc.; Covina (CA); On-site; Full time

Job summary

An established industry player is looking for a highly organized and dynamic Office Manager to oversee administrative operations in a clinical setting. This role is crucial for ensuring smooth day-to-day operations, managing staff, and maintaining high standards of clinical care. The ideal candidate will possess strong leadership and communication skills, along with a solid understanding of healthcare operations. Join a dedicated team that values diversity and inclusion, and make a meaningful impact in the lives of clients while advancing your career through professional growth opportunities and a supportive work environment.

Benefits

401(k) with company match

Sick/mental wellness time off

Paid Time Off

Medical, Dental, and Vision Insurance

Unlimited Referral Bonus

Monthly DEI support meetings

Annual Performance Reviews

Qualifications

• 2+ years experience as an administrative assistant or Office Manager.
• Strong understanding of healthcare regulations and operations.

Responsibilities

• Oversee administrative operations and ensure efficient site functioning.
• Manage staff recruitment, training, and development.
• Ensure compliance with healthcare regulations and maintain high standards.

Skills

Leadership Skills

Communication Skills

Detail-oriented

Problem-solving

Healthcare Operations Understanding

Confidentiality Maintenance

Bilingual (preferred)

Education

Bachelor’s degree in healthcare administration

Business Management or related field

Tools

MS Office (Word, Excel, PowerPoint)

Job description

Office Manager

Department: Leadership

Employment Type: Full Time

Location: Covina, CA

Compensation: $25.00 - $32.00 / hour

Description

Holding Hands is seeking a highly organized and dynamic Office Manager who is strongly aligned with our mission to bring quality Applied Behavior Analysis (ABA), Floortime, and mental health services to new regions and markets in the United States. We are committed to providing exceptional clinical services to our clients, and we believe that our team members play a crucial role in achieving this mission. The Office Manager will oversee the administrative operations of our clinic and will play a pivotal role in ensuring the smooth functioning of day-to-day operations, managing staff, and maintaining high standards of clinical care. The ideal candidate will possess strong leadership skills, excellent communication abilities, and a solid understanding of clinical office procedures. This role reports to the Regional Director and will be responsible for the entire operations of the clinic.

Key Responsibilities

Administrative Oversight:

• Supervise and coordinate administrative support and coverage to ensure efficiency in site operations.
• Implement office policies and procedures to streamline workflows with Operations Manager and Regional Director support.
• Upkeep internal documents and administrative training materials.
• Monitor and report office progress on metric goals to senior management.
• Drive clinic growth goals and action plans in coordination with the assigned Regional Director.
• Partner with the clinical team on bi-weekly New Hire Training (NHT).
• Ensure the NHT schedule is readily available before the new hire start date.
• Conduct NHT for Human Resources, Scheduling, Office Orientation, Time Keeping, and Safety Procedures.
• Attend management meetings and training to further develop skill sets and build on professional growth.
• Act as an exemplary role model by adhering to policies and procedures, demonstrating a commitment to and support of the team, and being present, professional, and solution-focused.
• Collaborate with program schedulers to ensure all appointments are entered and verified accurately.
• Drive and support all company, clinic-based, and community events.
• Ensure Rethink client lists are updated and accurate across departments.

Staff Management:

• Recruit, train, develop, and evaluate the administrative team.
• Responsible for the professional development of the scheduling team.
• Partner with HR and Program Coordinator to effectively address all staff concerns.
• Foster a positive work environment and provide ongoing support and guidance to staff members.
• Conduct weekly meetings with the administrative team to communicate company updates, provide refresher training, review and develop solutions to barriers, meeting metric goals, address concerns, and promote teamwork.
• Determine or provide coverage for the administrative team during absences.
• Conduct regular check-ins with our Developmental Interventionists and Behavior Technicians.

Financial Management:

• Manage office supplies to include ordering and maintaining adequate inventory levels to meet the office's needs.
• Collaborate with management to optimize revenue and minimize expenses.

Compliance and Regulatory Affairs:

• Ensure compliance with all relevant healthcare regulations, including HIPAA and OSHA guidelines.
• Partner with HR to stay updated on industry regulations and best practices to implement necessary changes and maintain compliance.
• Partner with the Compliance Manager for audits and scheduling reports.

Client Care Coordination:

• Collaborate with clinical staff to ensure seamless delivery of client care and adherence to treatment plans in the clinic.
• Partner with Program Coordinator to assist with new client onboarding following a 30-day timeline.
• Conduct regular check-ins with caregivers.

Facility Management:

• Manage the cleaning crew schedule and analyze the best time to set up an effective cleaning schedule. Make changes as needed.
• Oversee maintenance of the clinic facility, including equipment, supplies, and cleanliness.
• Implement safety protocols and emergency preparedness procedures to safeguard staff, families, and clients.

Skills, Knowledge and Expertise

• Bachelor’s degree in healthcare administration, Business Management, or related field preferred.
• Experience working in an office environment, typically as an administrative assistant or an Office Manager for a minimum of 2+ years.
• Proficiency in MS Office (MS Word, MS Excel, and MS PowerPoint, in particular).
• Proven experience in a clinical office and leadership role, with a strong understanding of healthcare operations and regulations.
• Excellent leadership abilities, with a track record of effectively leading and motivating staff.
• Strong communication skills, both written and verbal, with the ability to interact effectively with stakeholders.
• Detail-oriented mindset, with the ability to multitask, prioritize responsibilities, solve problems efficiently, and drive results.
• Commitment to maintaining confidentiality and upholding ethical standards in all aspects of the job.
• Operational excellence: Must have a keen eye for detail and an exceptionally high bar for accuracy and quality.
• Strong opinions loosely held: Ability to articulate a point of view with clarity, humility, and a willingness to question one’s assumptions.
• Desire to constantly improve.
• The ability to lead with influence and build strong, productive relationships with various working styles and characteristics.
• Integrity and trustworthiness.
• Excellent written and verbal skills in English, bilingual preferred.
• A passion for the field of healthcare while leading with empathy.
• Experience and understanding of the ABA, Floortime/DIR, and mental healthcare industry a plus.

Benefits

Why join the Holding Hands Team?

• Make a meaningful impact: Join a team dedicated to helping students thrive academically and socially.
• Our work comes from the heart, not just a textbook or manual. The starting point of therapy is believing in the ability and potential behind every individual.
• Professional growth opportunities: Take advantage of ongoing training and development to enhance your skills and advance your career.
• Supportive work environment: Be part of a collaborative team that values diversity, inclusion, and mutual respect.
• DEI training for all new hires.
• Monthly staff DEI support group.

Benefits & Perks!

• 401(k) with a company match.
• Sick/mental wellness time off & Paid Time Off.
• Medical, Dental, and Vision Insurance Package.
• Unlimited Referral Bonus.
• Monthly Diversity, Equity, and Inclusion support meetings open to all staff.
• Monthly Mental Wellness support meetings open to all staff.
• Annual Performance Reviews with opportunity for pay increases.