Office Manager

Job Description

SCHEDULE: Monday - Friday 9:00 AM - 6:00 PM

Position Summary

The Office Manager leads daily front desk operations at our Bronx clinic and oversees reception, maintenance, and security staff. We’re looking for a strong project manager who can keep a busy clinic running smoothly, lead improvements across departments, and hold teams accountable for deadlines and results.

Key Responsibilities

Front Desk & Workflow Management
Manage daily staffing, task assignments, client check-in and check-out in the EHR, walk-in referrals, room assignments, and coordination with clinical and administrative teams. Oversee front desk documentation, reporting, and MetroCard distribution and reconciliation.

Project Management & Quality Improvement
Lead operational projects from planning through implementation. Define the scope, set timelines, assign responsibilities, track milestones, resolve roadblocks, and measure results. Identify workflow gaps and guide staff through changes.

Performance Metrics
Monitor client wait times, front desk productivity, no-show trends, scheduling issues, and reception quality audits. Use findings to develop action plans and track improvement.

Team Leadership & Employee Onboarding
Lead team huddles, train and mentor staff, coordinate onboarding and required training, and conduct performance evaluations. Manage attendance, coverage, and corrective action in line with NYPCC policies.

Client Experience
Set standards for a welcoming, professional reception area. Address client concerns promptly, coordinate follow-up, and support clinical staff during escalations as needed.

Operational Compliance & Incident Response
Monitor adherence to applicable NYS DOH, OMH, Joint Commission, HIPAA, and OSHA requirements, as well as NYPCC policies. Coordinate incident response, documentation, follow-up, and emergency preparedness drills.

Facilities, Vendors & Budget
Serve as the liaison to building management, cleaning and security vendors, and maintenance contractors. Track service requests, oversee office equipment and supplies, monitor expenses, and support budget planning.

Technology Support
Partner with IT on workstation setup, access requests, equipment issues, and technology rollouts. Support staff with telehealth and video meeting tools as needed.

Reporting & Communication
Report to the Senior Manager, Call Center & Bronx Support Services. Meet regularly with the Program Administrator to review clinic operations, team performance, escalations, and project progress. Support site events and employee engagement activities as needed.

Qualifications

• Bachelor’s or master’s degree in Business or Healthcare Management required.

• At least five years of office management experience required. Background in behavioral health, outpatient care, or a high-volume healthcare setting preferred.  Experience managing daily clinic operations in an environment with an average of 60- 100 therapists (TPs) onsite.

• Demonstrated success managing projects across departments, implementing workflow improvements, and tracking measurable results.

• Experience overseeing front desk and clinic operations in a high-volume setting, managing 100+ client visits daily and supporting at least 9 providers.

• Proven experience directly supervising a minimum of 20 staff members, including scheduling, coaching, performance evaluations, and corrective actions holding staff accountable in a fast-paced environment.

• Strong communication, organization, problem-solving, and escalation management skills.

• Ability to communicate professionally in Spanish, both verbally and in writing.

• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.

Additional Information

Salary: $90,000 - $110,000 per year

Compensation commensurate with experience and qualifications.

All your information will be kept confidential according to EEO guidelines.

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.

Compensation: 90000 to 110000 (USD) (YEARLY)