Office Manager, Patient Advocacy

Jewish Family Service of San Diego; San Diego (CA); On-site; USD 37,195 - 39,950; Full time

Benefits offered by this job

Comprehensive low-cost healthcare coverage

Generous employer 401(k) contributions

Employer-covered life insurance

Paid vacation and sick leave

Wellness Days

Job summary

Jewish Family Service of San Diego is seeking an Office Manager to support the Senior Director of Patient Advocacy. The position is full-time and requires advanced skills in Microsoft Office programs. Responsibilities include managing budgets, office supplies, and patient advocacy communications. A Bachelor’s degree or equivalent experience in office management is required. JFS offers comprehensive healthcare, generous vacation, and a supportive work environment in San Diego.

Qualifications

• Expertise in budget management of over $1,000,000.
• Experience in high-stress environments and handling challenging interactions.
• Demonstrated ability to maintain successful working relationships with community partners.

Responsibilities

• Manage office supplies and equipment purchases.
• Oversee the preparation of annual budget and contract documents.
• Ensure proper processing of Patient Advocacy communications.

Skills

Advanced skills in Microsoft Office programs

Strong oral and written communications skills

Ability to work in a fast-paced team environment

Strong sense of ethics

Education

Bachelor's degree or 5 years of office management experience

Job description

Position Title: Office Manager, Patient Advocacy

Organization: Jewish Family Service of San Diego

Position Type: Full-time (37.5 hours per week), non-exempt

Work Setting: Fully Onsite

Reports To: Senior Director of Patient Advocacy

Pay Range: $27 - $29/hourly

Total Compensation

• Comprehensive, low-cost healthcare coverage for employees
• Generous employer 401(k) contributions
• Employer-covered life insurance

Time Away from Work

• Paid vacation time and sick leave
• 15 paid holidays, including Federal and Jewish holidays (as long as the holiday lands on a normal scheduled work day), and floating holidays
• 2 Wellness Days to be taken any time during the year to support employees’ mental wellness

Position Overview

Do you hate injustice? Do you like fighting for the underdog? Would you like to be part of a dynamic and dedicated team of advocates and travel the county representing clients receiving substance use disorder treatment to ensure that their rights are upheld?

We’re looking for an outstanding individual who loves challenges and gets satisfaction from helping others in need.

Our highly regarded advocates investigate and resolve complaints, concerns, or grievances received from mental health clients about rights violations, coordinate efforts with other agencies as needed, and visit and monitor facilities for compliance with clients’ rights laws, regulations and policies. They also ensure that clients, staff, owners, and administrators are informed of the rights of persons with mental illness.

The Office Manager will provide support and assistance to the Senior Director of Patient Advocacy and Housing Services with JFS and County annual budget preparation and management, maintain County Contract documents and agreements and help ensure compliance with all deliverables, invoice processing, monthly, quarterly, and annual reports, create and maintain financial and personnel records as requested, create and maintain efficient office procedures, manage filing systems for program, and manage calendar for Senior Director. The position requires advanced experience with Microsoft Office programs, specifically Excel, Word, and Outlook.

Responsibilities

• Ensure that Patient Advocacy Voice Mail and Faxes are retrieved and processed daily.
• Ensure preparation of daily Court calendar and records.
• Manage primary program calendar for all staff.
• Prepare JFS Forecast, Preliminary and Final annual budgets and prepare annual County contract budget.
• Manage office supplies and minor equipment purchases and maintain updated County inventory.
• Oversee submission and processing, and monthly Mileage Reimbursement Forms for all staff.
• Maintain Petty Cash Account, including reimbursements, and submit monthly and annual reports.
• Prepare monthly, quarterly, and annual report of all surveys in each program segment.
• Create and maintain all forms, logs, and checklists required to document contract requirements and deliverables.
• Prepare all print orders and maintain inventory of program printed materials.
• Register staff for approved conferences and secure all transportation and hotel accommodations.
• Maintain records, receipts, and account for all credit card expenses monthly.
• Maintain fiscal year binders for contract deliverables (in services, trainings, facility visits, etc.).
• Oversee and maintain scanning and cloud storage of client medical records, logs and checklists, and staff time off requests.
• Create and maintain successful working relationships with community partners.
• Order and distribute Patients’ Rights Handbooks to local hospitals.

Position Requirements

• Bachelor’s degree or at least five years of managing an office and preparing and managing a budget equal to or more than $1,000,000.
• Advanced skills in Microsoft Office programs, especially Word, Excel and Outlook
• Ability and willingness to regularly use office equipment such as computers, fax machines/software, telephones and cell phones
• Strong oral and written communications skills, including experience fielding a high volume of phone calls
• Experience working in a fast-paced team environment and ability to work with staff members, clients and guests in a consistently personable, professional and helpful manner
• Strong sense of ethics
• Ability to work independently and as part of a team
• Flexible and able to handle emotionally intense situations
• Experience working in high-stress environments and emotionally charged situations that can lead to mental and emotional burnout. Emphasis on one’s wellness should be prioritized
• Experienced in facing verbal abuse or hostile interactions from clients, family members, or facility staff.

Physical Demands

• Sit, talk and listen
• Stand, walk and use hands and arms to use a keyboard, handle papers, and reach for the phone
• Occasionally climb or balance, stoop, kneel, crouch or crawl
• Occasionally lift and/or move up to 20 pounds
• Concentration and good hearing are required

About Jewish Family Service of San Diego

Jewish Family Service of San Diego is a client-centered, impact-driven organization working to build a stronger, more resilient community. For over 100 years, Jewish Family Service has been a trusted resource for the entire community, offering an array of services that are always life-changing, and often life-saving. At Jewish Family Service, we believe our employees are the backbone of our Agency. We strive to ensure that each employee is treated with dignity and respect. Our goal is your success. Come work at JFS and be our partner in Moving Forward Together. To learn more about JFS, please visit jfssd.org.

*Jewish Family Service is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.