Office Manager

Under minimal supervision, coordinates office operations and performs a variety of complex administrative activities in support of the Hospice of Washington County Corporate Administration Office, including the supervision of front office staff. Responsible for assigned projects involving internal and external coordination of people and materials.

Education:
Associate’s degree or equivalent experience.  Bachelor’s degree preferred
Experience:
Three – Five years’ experience in an administrative role
Supervisory experience is required.

Skills:

• Skill in effective problem-solving; ability to manage projects; skill in exercising initiative, develop and maintain collaborative relationships, and balancing multiple priorities while being flexible to react to changing needs.
• Interpersonal skills necessary to communicate effectively and courteously with a diverse group of internal and external callers and visitors.  Ability to maintain a pleasant, customer-centered demeanor and professional image under a variety of challenging situations.
• Ability to organize, manage and direct workflow of office staff.
• General knowledge of data analysis and interpretation.
• Analytical skills to interpret and communicate policies and procedures, and to identify and initiate appropriate corrective action to resolve problems.
• General knowledge of and skill in the practical application of office practices, procedures, and equipment; of business English, spelling, punctuation, grammar and arithmetic.
• Knowledge of proper telephone etiquette and techniques.
• Skill in composing and proofing for typographical errors, spelling, grammar and punctuation in general correspondence, forms and other work.
• Skill in using a variety of office software applications such as Microsoft Word, Excel, Outlook, Power Point, Electronic Medical Record, Adobe Acrobat, telephoneSystem to produce documents and reports.
• Ability to handle emergency situations in a calm and efficient manner.
• Ability to work under pressure with frequent interruptions.
• Ability to exercise tact and diplomacy.
• Ability to prioritize duties and responsibilities, as well as attend to multiple demands and requests simultaneously and assess situations and act accordingly.
• Flexibility as it relates to duties, changes in processes and the need to learn new processes.
• Skill in understanding and following oral and written instructions, and in communicating effectively both orally and in writing.
• Skill in planning, organizing, prioritizing, and executing multiple and continuing assignments with general instructions.
• Skill in performing basic arithmetic calculations.
• Skill in accurate alphabetical and numeric filing.
• Ability to type quickly and accurately.
• Ability to meet deadlines

Physical Requirements:

Ability to push, pill. carry, and lift up to 25 lbs.

Ability to use step stool

Working Conditions:

Normal office environment

Principles Duties and Responsibilities:

• Coordinates office operations such as daily workflow, particularly the coordination of hospice telephone calls and productivity reports, inventory and supplies, conference room scheduling and meeting management, updating the staff phone list, staff recognition cards (birthday, anniversary sympathy etc.), mail and package delivery, managing postage reports, customer service problem resolution and scheduling of front desk staff
• Recruits, trains, supervises front office staff.
• Ensures proper customer service is provided by assisting front office staff.
• Provides assistance with financial accounting processes such as credit card payments, bank deposits and bill coding as needed.​
• Screens telephone calls and visitors, taking care of routine matters, and ensuring timely and confidential customer-focused service.  Answer inquiries following general instructions and departmental procedures.
• Provides backup coverage for front office duties, as assigned, for meetings, breaks, educational session and vacations.
• Types and formats a variety of documents such as letters, memoranda, reports, presentations, meeting minutes, and forms from a rough draft, using a variety of software applications; proofreads work for typographical errors, spelling, grammar, and punctuation.  Composes correspondence as assigned and independently prepares recurring correspondence. Maintains confidentiality of verbal or written material.
• Manages Dove Depot supply order, inventory and storage process.
• Assists with facility moves and office/cubicle set-ups.
• Ensures kitchens, open spaces and conference rooms present a professional appearance and are adequately stocked with appropriate supplies.
• Exercises initiative in establishing, setting up, and maintaining the organization of the office record keeping systems, and enters, updates, and retrieves information stored in files and databases.
• Assists in or conducts studies and analyses of programs, organizations, procedures or systems of limited scope or assists in more complex projects.  Collects, compiles and organizes data pertinent to various ongoing projects.  Analyzes, summarizes and communicates this information to senior staff.
• Makes recommendations and utilizes resources for the improvement of front office procedures and management.
• Coordinates and/or maintains policy manuals & applicable resource materials for department, using electronic, web-based or manual tools and resources.
• Responsible for the coordination of housekeeping and maintenance services within the corporate office suite, maintenance of equipment such as refrigerator, microwaves, coffee brewers, coffee pots, ice machine, dishwasher and auxiliary HVAC system.
• Track general office vendor contracts and initiate contract renewals and terminations.
• Assist in maintaining a good relationship with landlord and coordinate any building specific needs.
• Plans, organizes agenda, takes and distributes accurate meeting minutes for administrative staff, as assigned.
• Plans, organizes office and organizational events, such as Pot Lucks, Barbeques, Retirements, All Star Meetings, etc.  Orders food, supplies, etc. required for events.
• May set up for meetings, including audiovisual equipment such as multiple and single image slide projection, video projection and microphones, etc.
• Assists with special projects and other duties as assigned.

All roles must demonstrate GBMC Values:

Respect

I will treat everyone with courtesy. I will foster a healing environment.

·Treats others with fairness, kindness, and respect for personal dignity and privacy

·Listens and responds appropriately to others’ needs, feelings, and capabilities

Excellence

I will strive for superior performance in every aspect of my work. I will recognize and celebrate the accomplishments of others.

·Meets and/or exceeds customer expectations

·Actively pursues learning and self-development

·Pays attention to detail; follows through

Accountability

I will be professional in the way I act, look and speak. I will take ownership to solve problems.

·Sets a positive, professional example for others

·Takes ownership of problems and does what is needed to solve them

·Appropriately plans and utilizes required resources for various job duties

·Reports to work regularly and on time

Teamwork

I will be engaged and collaborative. I will keep people informed.

·Works cooperatively and collaboratively with others for the success of the team

·Addresses and resolves conflict in a positive way

·Seeks out the ideas of others to reach the best solutions

·Acknowledges and celebrates the contribution of others

Ethical Behavior

I will always act with honesty and integrity. I will protect the patient.

·Demonstrates honesty, integrity and good judgment

·Respects the cultural, psychosocial, and spiritual needs of patients/families/coworkers

Results

I will set goals and measure outcomes that support organizational goals. I will give and accept help to achieve goals.

·Embraces change and improvement in the work environment

·Continuously seeks to improve the quality of products/services

·Displays flexibility in dealing with new situations or obstacles

·Achieves results on time by focusing on priorities and manages time efficiently

Pay Range

$51,632.76 - $80,030.78

Final salary offer will be based on the candidate's qualifications, education, experience and alignment with our organizational needs.

Equal Employment Opportunity

GBMC HealthCare and its affiliates are Equal Opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.