Office Manager

Job Title: Office Manager

BALANCE eating disorder treatment center, a premium treatment center in Manhattan, is seeking a highly motivated, passionate Office Manager to join our expanding team!

About Balance

Balance has a 13-year legacy of transforming lives by promoting health, healing, and hope to our clients and their families. We serve adolescents and adults by providing all levels of outpatient care. It is our mission to create a transformative therapeutic experience based on our nutritional philosophy of intuitive eating using the All Foods Fit Model. At BALANCE we employ a diversity of treatment modalities to help clients develop a neutral and peaceful relationship with food, body acceptance, and positive self-esteem.

The Position

Office manager duties and responsibilities include maintaining the esthetics of the office space for clients, scheduling meetings and appointments, making office supplies arrangements and managing inventory, greeting visitors and ensuring compliance with office policies and procedures. Previous experience as a Front Office Manager or Office Administrator would be an advantage.

Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

Responsibilities:

• Oversee all operations within the office.
• Serve as point person for mailing, maintenance, supplies, equipment, bills, errands, shopping.
• Schedule meetings and appointments
• Oversee the preparation and maintenance/ appearance of the waiting area, group rooms, bathrooms, dining room and kitchen
• Manage meeting room bookings
• Assist clinical staff in the event of a client emergency.
• Manage Office inventory for office supplies/cleaning supplies/ laptops and equipment
• Communicate with clients regarding attendance/and virtual vs. in person schedules
• Track covid tests weekly for clients and BALANCE staff
• Manage contract and price negotiations with office vendors, service providers
• Streamline and organize office operations and procedures.
• Assist in the onboarding/ offboarding process for new hires (ordering and mailing equipment/ name tags/ adding them to Wi-Fi network, collecting returned equipment etc.)
• Upload client records and faxes to EMR system.
• Ensure compliance with OMH and Joint commission policies regarding client care and medication management.
• Liaise with facility management vendors, including cleaning, catering
• Plan in-house or off-site activities, like theme days, and quarterly department outings
• Manage office budget and reporting (include catering and events budget)
• Provide general support to visitors

• Assist with daily operations including supervision of administrative services, personnel management, and interdepartmental coordination
• Attends to environment of care
• Manage Program Manager’s Calendar
• Support facility staff in job performance
• Facilitates communication with clients and families
• Oversees quality improvement and risk management systems

• Support the CEO and HR and Operations Director as needed

Who You Are:

• Bachelor’s degree in Business Administration or relevant field, preferred.
• 2-3 years Office/ Administrative experience in a healthcare setting.
• Knowledge of OMH and/ or Joint Commission policies and procedures a PLUS.
• Strong attention to detail.
• Dynamic, flexible, team player, takes initiative.
• Eager to grow with a quickly expanding company.
• Passionate about eating disorders prevention and intervention.

Benefits:

• 10 Vacation Days + 5 Mental Health days per year
• Accrued sick leave
• Subsidized Health insurance, Dental, Vision
• 401K after first year of employment
• FSA card
• Working with a highly engaged staff
• Paid Training
• Career growth
• Compensation: $60,000 – $75,000 Annual Salary
• Schedule: Monday – Friday (7:30a – 4:00pm)