Office Manager (Full-Time)

Wedgwood

Grand Rapids (MI)

On-site

USD 51,000 - 62,000

Full time

36 hours ago

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Benefits offered by this job

403(b) with employer match

Medical, dental and vision coverage

Health Savings & Flexible Spending Arr

Employer-paid disability insurance

Life insurance (up to 2x salary)

PSLF eligible employer

Pet insurance

Legal insurance

On-site gym & wellness centre

Tuition discounts

Employee Assistance Program

Job summary

Wedgwood Christian Services seeks an Office Manager to oversee ACCD operations, supervise Administrative Coordinators, and support leadership through process improvements and community partnerships.

Based in Grand Rapids, MI, the role focuses on HIPAA-compliant patient intake, administrative accuracy, budget monitoring, and coordinating EMR communications with clinical staff, with a salary up to $56,500 and a comprehensive benefits package.

Qualifications

Minimum of 3 years of administrative experience with supervisory responsibilities.
Familiarity with standard word processing programs.
Strong organizational and prioritization skills.
Excellent written and spoken communication and ability to interact with diverse stakeholders.
Signature alignment with the Wedgwood Christian Services Statement of Faith.

Responsibilities

Coordinate office activities and delegate tasks to administrative staff.
Maintain a professional, clean and organized office environment.
Assist with scheduling and coordination of events and trainings.
Market and network with community partners alongside leadership.
Provide high-level customer service to clients, addressing inquiries and scheduling.

Skills

Administrative experience

Supervisory experience

Communication skills

HIPAA familiarity

Budget basics

Tools

MS Word

Excel

Job description

The Office Manager is responsible for overseeing the day-to-day operations of the Autism Center of Child Development (ACCD), ensuring efficient workflow, administrative accuracy, and a supportive environment for staff and clients. This includes direct supervision of the Administrative Coordinators assigned to the ACCD. The Office Manager aids departmental leadership through process improvement initiatives to ensure efficient and effective workflow across all departmental programs. Co-lead networking, marketing, and building relationships with area partners to meet our community’s needs through the ongoing development of client pipelines.

Why Wedgwood?

Since 1960, Wedgwood Christian Services has been dedicated to boldly taking on the toughest mental health and behavioural health problems in West Michigan. We serve children, teens, families and adults through residential care, counselling services and community programmes.

Responsibilities

Coordinate office activities and delegate tasks to administrative staff to ensure optimal service delivery.
Ensure the office environment is maintained in a professional, clean and organised manner.
Assist with scheduling and coordination of events as required (staff morale events, training, external events etc.).
Market and network with community partners, alongside the Director of the ACCD, the Associate Director, Clinical Supervisors and the Advancement Team.
Ensure the highest level of customer service is provided to clients, addressing inquiries, scheduling appointments and resolving issues efficiently.
Manage the intake and patient registration processes, maintaining confidentiality and compliance with HIPAA and other regulatory standards.
Ensure that the office follows all healthcare regulations, including patient privacy laws, billing procedures and clinical documentation standards.
Maintain accurate records of patient information, office supplies and administrative documentation.
Coordinate EMR communications with the Director of the ACCD, the Associate Director, Clinical Supervisor, BCBAs and Administrative Coordinators.
Assist with financial operations, including insurance verification, patient billing, authorisations, patient billing, tracking payments, and processing insurance claims.
Coordinate funder audits, working with QA, training, clinical and HR as required.
Monitor office budget, expenses and supply inventory to ensure cost‑effective operations.
Coordinate the scheduling of client appointments and clinical staff meetings, ensuring that calendars are managed efficiently.
Manage office resources, including inventory supplies and equipment, to ensure the team has what they need to perform effectively.
Identify opportunities to improve office processes, workflows and client satisfaction.
Supervise administrative staff, including scheduling, training and performance management.
Collaborate with clinical team members to facilitate communication and support between administrative and clinical functions.
Responsible for timely Quality Assurance compliance as related to employee’s roles and functions.
Participate in weekly supervision meetings with Administrative Coordinators.
Other duties as assigned.

Background & Qualifications

A minimum of 3 years of administrative experience required; two years of supervisory or management experience; or an equivalent combination of education and experience preferred.
Familiarity with and prior experience with standard computer word processing programmes is required.
Proven organisational skills and the ability to prioritise administrative workload.
Excellent communication skills, both written and spoken, and active listening skills. Ability to interact positively and professionally with department directors, managers, outside agency representatives and members of the public from a wide range of cultural and socio‑economic backgrounds and with widely divergent communication skills.
Subscription to the Statement of Faith of Wedgwood Christian Services and agreement with the goal, purpose and objectives of the agency.

Compensation