Office Manager/HR Assistant

Apex Pediatric Therapy Services; Lisle (IL); On-site; USD 45,000 - 60,000; Full time

Job summary

Apex Pediatric Therapy Services in Lisle, Illinois, is seeking a dynamic Office Manager / HR Assistant. This role is integral for overseeing daily office operations, supporting human resources functions, and ensuring the smooth running of the ABA clinic.

The ideal candidate should possess a Bachelor's degree, along with at least 2 years of relevant experience in office management or operations. Strong organizational and communication skills are essential. The position offers a Monday-Friday schedule with some Saturday availability.

Qualifications

• 2+ years of experience in office administration, customer service, scheduling, or operations.
• Experience in clinic management or healthcare administration preferred.
• Experience supervising administrative staff.

Responsibilities

• Oversee daily office operations and support human resources functions.
• Manage client intakes by giving tours and answering questions.
• Prepare and submit weekly reports on performance.

Skills

Organizational skills

Communication skills

Problem-solving skills

Customer service

Conflict resolution

Education

Bachelor's degree or higher

Tools

Microsoft Office

Google Workspace

Job description

We are looking for a dynamic and organized Office Manager / HR Assistant to join our team! This role is responsible for overseeing daily office operations, supporting human resources functions, and helping ensure our ABA clinic runs smoothly and efficiently.

The position follows the schedule below:

Schedule: Monday–Friday, 10:00 AM–6:00 PM (or 11:00 AM-7:00 PM)

Must be available to work at least two Saturdays per month, with the flexibility to choose which Saturdays to work based on business needs.

Facility management

• Oversee all day to day center maintenance which includes but not limited to opening/closing, restocking office and clinical supplies, and ensuring a healthy and safe environment for all.
• Primary point of contact for all day to day center maintenance related needs.
• Support clinical team on therapy floor as needed.
• Ensure all PHI is stored in compliance with HIPAA regulations and strictly viewed and handled only in a HIPAA compliant work environment
• Assist's with organizing and maintaining storage closets, cabinets, and drawers. Assists with sanitization of toys and materials.
• Ensuring all therapists are following company policies and center rules including cleaning up after sessions. Audit therapy rooms and administrative rooms periodically. Discipline employees as needed.
• Run all parts of center operations while keeping the cost within the budgeted parameters
• Do occasional evening and weekend hours as needed
• Have constant presence on the floor, especially during busier transitions
• Coordinates shift coverage and schedule changes with the scheduler
• Coordinate scheduling regarding attendance, vacations, and changes in availability, as per parent needs
• Serve as first line of contact for any parent concerns or needs brought regarding attendance, therapy holds, and changes in availability
• Responsible for supporting the Scheduler as needed with entering and auditing schedules and notes to ensure accuracy.

Intake and Onboarding

• Manage all client intakes at the center by giving parents tours and answering their questions about the program, auditing intake paperwork and, following up appropriately and frequently.
• Review all new client paperwork with parents to ensure policies are understood
• Coordinate trainings for new therapist hires, assigni them clients and get them started with their sessions.
• Review all new client paperwork with parents to ensure policies are understood

Client Relationship

• Build strong relationships with all new and current clients
• Be the first line of contact for any parent needs or concerns

Supervision and Weekly Reporting

• Oversee all schedulers and receptionists at the center
• Prepare and submit weekly reports on performance of the center to the management
• Other admin tasks as assigned
• Perform recruitment activities, including posting open positions, pre-screening of candidates, scheduling and conducting interviews
• Ensure all paperwork is complete and accurate
• On board candidate and create employee record in our systems
• Complete background checks
• Ensure all required training is completed by the new hirers
• Maintain complete and accurate information in employee files
• Other Human Resources related tasks

Required Qualifications

• Bachelor's degree or higher
• 2+ years of experience in office administration, customer service, scheduling, or operations
• Strong organizational, communication, and problem-solving skills

Preferred Qualifications

• 2–5+ years of office management, clinic management, or healthcare administration experience
• Experience supervising administrative staff (receptionists, schedulers, etc.)
• Experience with scheduling and coordinating staff schedules
• Strong customer service and conflict resolution skills
• Experience managing office operations, supplies, and vendor relationships
• Proficiency with Microsoft Office and Google Workspace