Operations Manager

Nova Supports; American Fork (UT); On-site; USD 36,000 - 48,000; Full time

Job summary

Nova Supports is seeking an Administrative Assistant for our Ogden clinic. You will support daily clinic operations and represent our values of competent and compassionate care.

The role requires excellent organizational and communication skills, detail-orientation, and a proactive attitude to assist clinicians and clients in a dynamic environment. Ability to drive clients and coordinate schedules are essential responsibilities of this position.

Qualifications

• Strong organizational, communication, and time-management skills are required.
• Proven ability to work in a fast-paced, ever-changing environment.
• Willingness to drive clients to sessions and outings; clean driving record.
• Proficiency with office equipment and software including MS Excel, Planner, Teams, and PowerPoint.
• Familiarity with Passage Health is a plus.

Responsibilities

• Field inbound communications by phone and general email inquiries and route to the appropriate internal parties.
• Coordinate scheduling with the clinical care team, including transportation and clinician/client sessions.
• Organize internal resources and maintain files and office supplies.
• Maintain confidentiality and HIPAA compliance at all times.
• Liaise with visitors and serve as the first point of contact in the clinic.
• Communicate policies and procedures and support executive-level operations such as travel and expense submissions.

Skills

Organizational skills

Communication skills

Time-management

Driving

Problem-solving

Attention to detail

Microsoft Office

Education

High school diploma

Tools

Microsoft Office

Job description

Nova Supports is looking for an administrative assistant to join our team in our Ogden clinic. This person will work to support the daily operations of our clinic.

The ideal candidate is a positive and motivated individual that will represent Nova's core values of competent and compassionate care to the community. This person must have exceptional organizational and multitasking skills, a strong attention to detail, be unafraid to jump in and help clinicians and clients, stay calm in an ever-changing environment, and have the ability to communicate effectively in both written and verbal communications.

Responsibilities:

• Field inbound communications - Answer phone calls/general email inquiries and route to the appropriate internal parties as needed.
• Coordinate scheduling - Work with the clinical care team to set up schedules; this includes transportation for clients, clinic activity schedule, and clinician/client sessions(including handling call-outs to help fill shifts).
• Organize internal resources - Build out and maintain processes to keep files and office supplies organized and easily accessible.
• Maintain Confidentiality - Must know and uphold HIPPA regulations
• Liaise with visitors - Act as point person for clinic guests. You are the first person people meet/interact with in the clinic. Kindness, competency, and professionalism is expected.
• Communicate policies and procedures - Alert employees of new processes, rules and regulations.
• Building and vehicle maintenance - making sure the vehicles are regularly serviced, and the clinic has a good maintenance and cleaning schedule.
• Facilitate executive-level operations - Book travel, submit expense reports and send communications for high-level staff as needed.

Requirements:

• Able and WILLING to drive clients to and from sessions and on various outings. Must be 21 years of age and have a good driving record to drive a company vehicle.
• High school diploma
• 1-2 years experience as an administrative assistant, secretary or receptionist preferred
• Strong organizational, communication, and time-management skills
• Proven ability to work in a fast-paced, ever-changing environment
• Positive, high-energy attitude
• Resourcefulness, creativity, and problem-solving skill set
• Familiarity with office equipment (i.e. printers, fax machines, projectors)
• Proficiency in Microsoft Office (especially MS Excel, Planner, Teams, and PowerPoint) and Passage Health

Nova Supports is a human services organization dedicated to providing competent and compassionate care to individuals with Autism Spectrum Disorder. Our goal is to create a care plan and environment for our clients that gives them "space to thrive!"