Office Manager

Who We Are

To meet an ever-expanding need for mental health and substance use disorder treatment services in the region, we are excited to announce our new location coming soon in Chester County, PA. The approach at our treatment centers is firmly rooted in individualized, person-centered care to help clients uncover the why behind their disorders and help them build foundational relationships that help answer the how in moving forward. Our comprehensive programs provide expert care tailored to each individual's recovery journey. We offer partial hospitalization (PHP) and intensive outpatient programs (IOP) led by psychiatric providers, licensed clinicians, and experienced professionals. Medication-assisted treatment (MAT) is also available at every level of care.

What We Offer:

• Collaborative environment dedicated to clinical excellence
• Multiple Career Development Pathways
• Company Supported Continuing Education & Certification
• Multiple Health Plan Design Options Available
• Flexible Dental & Vision Plan Options
• 100% Company Paid EAP Emotional Well-Being Support
• 100% Company Paid Critical Illness (with health enrollment plan)
• 100% Company Paid Life & ADD
• 401K with Company Match
• Company-Sponsored HSA, FSA, & DSA Tax Savings Accounts
• Generous Team Member Referral Program
• Parental Leave

Position Summary

The office manager assists the treatment program in daily functions around scheduling, making phone calls, and client care. This position is responsible for ordering and distributing supplies and assist with intakes as needed. The office manager helps support the Executive Director while maintaining relationships and contacts while ensuring the cleanliness and safety of clients and staff. Additionally, the office manager will create a welcoming atmosphere to all visitors and clients and promote a positive culture between staff, clients, and outside parties.

Relationships and Contacts

Within the organization: Establish and maintain productive working relationships with peers and team members throughout Steps to Recovery and affiliated facilities.

Outside the organization: Establish and maintain productive working relationships with third party vendors, as necessary.

Position Responsibilities

Essential Responsibilities

• Working 40 plus hours a week
• Answer and direct phone calls
• Signing in all guests to the facility
• Assist in documentation of client services
• Assist in client needs
• Conduct client check ins
• Manage reception area
• Assisting with new intakes and discharges
• Assist NP/PA/Psychiatrist with scheduling and appointments
• Facilitating clinical groups as assigned by supervisor
• Manage supply inventory and supply ordering including UA POC supply
• Ensure supply/storage areas are kept orderly, organized, labeled and stocked
• Manage and communicate facility tour schedule
• Update facility slideshow to present current and up-to-date information
• Ensure that facility presentations are set up on electronic devices (TVs), staff bios are updated and present
• Ensure that client food/beverage/refreshments as well as reception/lobby areas and provider offices are appropriately stocked and kept orderly
• Ensure that designated smoking areas are being used properly and are up to safety and fire codes and that clients, staff and visitors are using the designated smoking areas
• Report any maintenance/building issues to Executive Director and Property Manager in a timely manner
• Ensure that group spaces, bathrooms, copy room, conference room and other common areas are neat, orderly and stocked with appropriate supplies
• Manage relationships with third party vendors
• Management of facility credit card and Regions updates
• Complete Expense Report for facility credit card on a monthly basis. Collect client payments for OOP insurance costs and report collections to accounting department. Upload bills from 3rd party vendors to Accounts Payable.
• Open/close building to facility standards as assigned
• Navigate client issues and contact Executive Director with any acute or emergency situations
• APA interventions as needed
• Perform other duties as assigned

Additional Responsibilities

• Functions within the guidelines of the facility's Code of Ethics and in accordance with corporate compliance.
• Represents the program within the community at local, regional, and national events, as requested.
• Assists in promoting and ensuring the organization's values, mission, goals, and objectives are understood and actively supported by the employees.
• Performs other duties as assigned