Director of Office Administration

GENERAL DESCRIPTION:

The Director of Office Administration position is tasked with creating an engaging office environment and ensuring clinic daily operations run smoothly by providing the administrative support necessary for Pediatric Therapy Network to fulfill the mission of helping children, families and communities reach full capabilities through innovative therapy, education and research programs.

JOB SUMMARY:

• Supervise staff who perform general office activities, such as greeting visitors, filing, photocopying, faxing, scanning, processing outgoing and incoming mail, accounts payable, routing and screening all incoming calls, and distributing messages to team members
• Supervise the client scheduling team to ensure clients are scheduled in a timely fashion and therapists are fully scheduled
• Oversee the preparation, analysis, negotiation, and review of contracts related to purchasing materials, supplies, products, or services
• Maintain and safeguard client records by serving as the HIPAA Compliance Officer
• Manage the organization’s office, desk space, storage space and associated office equipment
• Oversee the scheduling of conference rooms for internal and external use
• Develop organizational policies and processes, obtain management review and communicate to staff
• Track client incidents and manage the notification process
• Manage customer concerns and complaints and ensure corrective action and proper communication has occurred
• Serve as Department of Justice custodian of records for employees, students and volunteers
• Coordinate volunteers with PTN Programs and departments
• Manage Insurance funder credentialing and provider paneling
• Manage client chart review for funder compliance
• Order office equipment and supplies
• Manage leased office equipment
• Provide employee verification for Federal and Perkins Loan Forgiveness
• Track Continuing Education Units for Therapy staff
• Coordinate staff gatherings such as the annual retreat and holiday party
• Create efficient processes for the successful completion of daily office tasks

QUALIFICATIONS:

• Possess and maintain a valid class C California Driver license at time of hire
• Have reliable transportation
• Possess a Bachelor’s degree with a minimum of 5 years’ relevant experience
• Organized with a professional demeanor
• Advanced computer skills through Microsoft Office and the ability to learn client management and financial management software systems.
• Ability to work collaboratively in a fast paced and flexible team environment
• Ability to communicate clearly and objectively both verbally and in writing/email
• Ability to carry out oral and/or written instructions as well as maintain an effective working relationship between all departments
• General background and knowledge in accounting procedures, bookkeeping and budgeting
• Experience in office management, leadership and administration
• Experience in healthcare is a plus

OTHER DUTIES:

This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with this position. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, bend, walk, talk, hear, use hands, handle, feel and reach. The employee is occasionally required to climb, balance, stoop, kneel and crouch. The employee might be required to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, peripheral vision, and ability to adjust and focus.

REPORTING AND POSITION:

The position will report directly to the Chief Financial Officer. It is an exempt, 40 hours per week full-time opportunity with full benefits, including medical, dental, and vision. If you are interested in applying, please send us your resume as well as a detailed cover letter explaining why you are best suited for the position.

Pediatric Therapy Network is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender identity, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristics prohibited by state or local law.

Job Type: Full-time

Experience:

• relevant administrative: 5 years (Required)

Education:

• Bachelor’s (Required)

Work Location:

• One location

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Retirement plan
• Paid time off