Operations & Office Manager, PAMP Programs

Pennsylvania Medical Society, Inc.; Mechanicsburg (Cumberland County); On-site; USD 55,000 - 75,000; Full time

Job summary

The Foundation of the Pennsylvania Medical Society seeks an Office Manager to oversee the Peer Assistance Monitoring Programs (PAMP). You will supervise administrative staff, manage documents, and train new employees, while handling payments, invoices, and confidential information with accuracy and discretion.

Ideal candidates have 2+ years in a similar role, strong Microsoft Office skills, and the ability to multi-task in a dynamic, collaborative environment.

Qualifications

• Minimum 2 years’ experience in a similar role.
• Knowledge of addiction/12-Step recovery is a plus.
• Strong interpersonal, communication (verbal and written), and problem-solving skills.
• Ability to work independently and within a team.
• High standard of accuracy and attention to detail.
• Strong organizational skills.
• Proficient in database operations and data entry.
• Proficient in Microsoft Office Suite (Word, Excel, SharePoint, PowerPoint).
• Ability to manage multiple projects simultaneously and meet deadlines.
• Ability to maintain highly sensitive and strictly confidential information.
• Valid state-issued driver’s license.

Responsibilities

• Supervise and manage all administrative staff for the PAMP service line.
• Provide administrative oversight and management of PAMP documents for the director, medical directors, case managers, assistant case managers, and Foundation staff (as needed).
• Provide direct training for PAMP office protocols and processes for all new PAMP employees.
• Manage the payment process for all services for participants and state payors, including preparation of state, Affinity, and participant fee invoices for payment; creation of invoices and processing of advocacy fee payments.
• Manage scholarship assistance payments and track all assistance funds.
• Prepare and process monitoring fee year-end mailings.
• Coordinate and/or oversee the operational setup of all Advisory Committee meetings and follow-up with committee members.
• Maintain all Advisory Committee lists and historical appointments.
• Manage and/or direct the transcription of all Advisory Committee meeting minutes and case conference notes.
• Schedule and coordinate PAMP presentations and related follow-up with the Foundation Executive Director, PAMED membership, the requesting entity, the presenter, and the PAMED CME office when applicable.
• Manage the preparation of monitoring agreements for signature.
• Process signed monitoring agreements and releases.Ensure the maintenance and update of the office procedure manual.
• Proofread/edit letters and PowerPoint presentations.
• Process incoming and outgoing correspondence.
• Assist and follow up on incoming calls.
• Scan documents.
• Maintain inventory of PAMP printed materials.
• Maintain and update program forms and monitor the accuracy of the website information.

Skills

Administrative experience

Addiction knowledge

Communication skills

Teamwork

Attention to detail

Organization

Data entry

Database management

MS Office

Multi-tasking

Confidentiality

Driver's license

Tools

MS Office Suite (Word, Excel, SharePoint, PowerPoint)

Job description

The Foundation of the Pennsylvania Medical Society seeks an Office Manager to oversee the Peer Assistance Monitoring Programs (PAMP). You will supervise administrative staff, manage documents, and train new employees, while handling payments, invoices, and confidential information with accuracy and discretion.

Ideal candidates have 2+ years in a similar role, strong Microsoft Office skills, and the ability to multi-task in a dynamic, collaborative environment.