Office Manager

About GLC

GLC Wellness Center is a national leader in the mental health services striving towards the top of the list on the nation’s “Top 100 Workplaces”. Through our multiple locations around the nation and our international reach, GLC Wellness Center has helped and treated thousands of clients and patients independent physical, mental, emotional, spiritual, and occupational growth.

Our Shift Staff promotes a Golden Standard towards the well-being of client by teaching them independent living skills and fostering a therapeutic environment through the use of problem-solving, coaching, and relationship-building techniques.

At the end of the day, People don’t care how much you know, ’til they know that you care…we care!

Job Details:

GLC Wellness Center looking for an Experienced (Mental and Behavioral Health) Office Manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Office manager duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience as a Front office manager or Office administrator would be an advantage. A successful Office manager should have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. 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

• Serve as the point person for office manager duties including: maintenance, mailing, supplies, equipment, bills, errands, shopping
• Schedule meetings and appointments
• Organize the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Implements, in a positive, professional manner, ongoing programming and policy changes as described in agency memoranda and supervisory directives.
• Organize office operations and procedures in accordance with the Golden Standard Policies
• Coordinate with IT department on all office equipment
• Ensure that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Manage office General and Administrative budget, ensure accurate and timely reporting
• Provide general support to visitors
• Owns in the onboarding process for new hires
• Owns in the offboarding process for terminated employees
• Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)

• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities, like parties, celebrations and conferences
• Co-lead groups and activities on a regular basis while teaching and monitoring appropriate social skills among clients. Assists clients in building strong emotional functioning.

• May be required to work flexible schedules and be available to work on weekends or evenings as required.
• Provides accurate and timely daily documentation commensurate with Medicaid and other contracted standards. This paperwork includes, but is not limited to shifts summaries, group and individual notes, documentation, accident/incident reports, communication logs, and data reporting to Quality or Research Departments and other documentation as required by the program.

• Other duties as assigned

Competencies

Cultural Awareness and Respect, Interpersonal skills, People management, Teamwork/Collaboration, Adaptability, Critical thinking, Problem solving, Decision-making skills, Written and Verbal communication skills, Professionalism*

Skills

• Proven experience as an Office manager, Front office manager or Administrative assistant
• Knowledge of office administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands on experience with office machines (e.g. fax machines and printers)
• Familiarity with email scheduling tools, like Email Scheduler and Boomerang
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Experience

• Prior related experience or training in accordance with Illinois Department of Mental Health and disability guidelines preferred.
• Exercising discretion and independent judgment in solving members’ problems, responding to emergencies, and generally managing a full staff in addition to client transactions.
• Effectively conveying information both verbally and in writing, balance budgets and expenses, completing paperwork on time.
• History of possessing clear and effective communication skills both verbal and written.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The employee/contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Job Type: Full-time

Salary: $18.00 to $24.00 /hour

Experience:

• quickbooks: 1 year (Preferred)
• Office Management: 2 years (Required)

Education:

• High school or equivalent (Preferred)

Work authorization:

• United States (Preferred)

Work Location:

• One location

Benefits:

• Professional development assistance

Typical start time:

• 8AM

Typical end time:

• 5PM

This Job Is:

• Open to applicants under 18 years old, provided it is legally allowed for the job and location
• A job for which all ages, including older job seekers, are encouraged to apply
• Open to applicants who do not have a college diploma