Office Manager

Helping-Hands-Family-; Pittsburgh (Allegheny County); On-site; USD 33,000 - 41,000; Full time

Benefits offered by this job

401k with match

Short & long term disability

PTO, holidays, and paid family leave

Paid employee referral program

Career advancement opportunities

Job summary

Helping Hands Family is seeking an Office Manager to oversee daily clinic operations, scheduling, and workload distribution to ensure smooth functioning and high patient satisfaction.

The role involves coordinating policies, supporting the Clinical Director, and participating in performance discussions. The candidate should have a healthcare/business background, strong communication, and organizational skills. A team-oriented, customer-service mindset is essential.

Qualifications

• 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.
• Supervisory experience preferred in registration or clinic operations.
• Knowledge of basic customer service principles and practices.
• Thorough knowledge of computer systems, including experience using a client or medical database.
• Excellent verbal and written communication skills.
• Knowledge of medical terminology.
• Familiarity with and/or the ability to learn ABA terminology.
• Ability to deliver high level of customer service.
• Must be a team player and able to communicate with all levels.

Responsibilities

• Oversee day-to-day operations and coordinate staff schedules for full coverage.
• Manage in-clinic orientation and track progress; support new team members.
• Handle front desk activities and greet visitors; coordinate client interactions.
• Escalate complex client inquiries as directed by leadership.
• Collaborate with scheduling to optimize client and staff schedules.
• Organize monthly team meetings and coordinate workflow changes.
• Manage attendance, onboarding and offboarding logistics.

Skills

Communication skills

Organizational skills

Team player

Customer service

Detail-oriented

Education

Bachelor’s degree in healthcare or business administration

Tools

Medical database

Job description

The Office Manager is responsible for overseeing the day‑to‑day operations of the clinic and is a key player in our clinic's success. They play a vital role in the planning, organization, scheduling, and workload distribution among team members to ensure the clinic is operating smoothly, all while maintaining high levels of customer satisfaction.

In addition, the Office Manager coordinates:

Policies and procedures to ensure compliance with company standards

Manages clinic operations in support of Clinical Director

Provides support for daily clinic operations.

Participates in requested performance management discussions with support from the Clinical Director and/or Lead BCBA.

HHF is Great Place to Work Certified™ in 2022, 2023, and 2024.

Responsibilities

• Operational Management and Staff Coordination
  • Supervise daily operations and coordinate staff schedules to ensure full coverage.
  • Oversee in-clinic orientation and track progress.
  • Provide support for new team members.
• Customer and Client Service
  • Handle front desk activities such as 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 the Clinical Director recommends.
• 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.
• Additional duties as assigned.

Qualifications

• 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.
• Familiarity with and/or the ability to learn, ABA terminology.
• Ability to deliver high level of customer service.
• Must be a team player and be able to communicate with individuals at all levels of the organization.
• Strong organizational skills.

This position requires the ability to occasionally lift and transport items weighing up to 25 pounds, such as office supplies and small equipment. Despite its primarily sedentary nature, this role involves prolonged periods of standing, frequent movement within the clinic environment, and frequent rising from a seated position.

Candidates must be comfortable working near young children, including potential bodily fluids, as this is an integral part of the role. Furthermore, the position involves exposure to a range of odors, fluctuating temperatures, and occasional loud noises from clients to meet the diverse needs of our clientele within the clinic setting.

Personality

Detail‑oriented & highly organized

Committed to purposeful care

The Regional Director of Operations and the Clinic Director conduct the performance evaluation.

Salary and Benefits

• $24-30/hr
• 401k with match
• Short & long term disability
• PTO, Paid holidays, and paid family leave
• Paid employee referral program
• Opportunities for career advancement

Helping Hands Family Base Salary Range

$24 - $28 USD

Helping Hands Family (HHF) is Great Place to Work Certified™ in 2021, 2022, 2023, 2024, and 2025. We are a top-rated ABA provider dedicated to a supportive and inclusive culture. We offer rewarding work experiences, including making a lasting impact on children’s lives.

All offers of employment are contingent upon the successful completion of a comprehensive background check. This includes Social Security and identity verification, reference checks, criminal history check, fingerprint screening, and any other relevant checks to ensure the safety and well‑being of the children we serve. All new hires must complete E-Verify as required by USCIS. HHF does not provide immigration sponsorship for any roles at this time.

Helping Hands Family is dedicated to a supportive, inclusive culture. From growing our team to the client treatment plans, we have committed to celebrating differences and helping everyone reach their highest potential. HHF is an equal opportunity employer and does not discriminate against any employee or applicant for employment based on race, color, religion, national origin, age, gender, sex, ancestry, citizenship status, mental or physical disability, genetic information, sexual orientation, veteran status, or military status.