The Office Manager provides direct supervision of competent support services including but not limited to all external and internal facility operational processes and systems. Oversees all Front Desk Receptionists, Case Management Team, Maintenance Team, and Security Personnel.Responsibilities:Manage the reception area to ensure effective telephone and all internal/external communications both internally and externally to maintain a professional imageProvide ongoing training and guidance to Front Desk Receptionists in their duties and responsibilitiesResponsible for quality assurance of office operations and frontline workflow processes inclusive but not limited to EHR check-in/out, scheduling and intake/referral functionsLeads the coordination and management of Daily/Weekly tasks assignments for all Frontline staffRegularly conduct team huddles and staff meetingsConduct all forms of performance appraisals and evolutions to assess employee engagement and expectationsMonitors the MetroCard distribution and reconciliation processResponsible for providing adequate staffing resources and coverage for all frontline and support services teamsInitiate service requests for all facility maintenance and equipment needsSupervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities by maintenance staffMaintain room assignments, staff directory, and contact listEnsure that rooms and supplies are prepared in advance for newly hired staffInitiate purchase requests office supplies, furniture, and equipment for the entire program locationUtilize provided resources to report and follow up on maintenance/facility requestsCollect invoices from consultants and distribute payroll to program staffObtain completed forms or letters by Psychiatrist / Psychiatric Nurse Practitioner as requiredAssist with using Video Telehealth Technology or Video Meeting PlatformsSupervise the maintenance of office equipment, including but not limited to, PC and peripheral equipment, printers/scanners, copiers and fax machinesManage the dissemination of program reports and execution of reporting follow up assignmentsIn conjunction with the Program Administrator, review and implement sound policies and procedures to ensure superior efficiency and client service excellence within all frontline operationsCoordinate with the Case Management Department to ensure smooth and efficient flow of communicationAssist with crisis intervention as neededMeet regularly with Program Administrator and Director of Support Services to discuss program operationsEffectively coordinate all special events, employee wellness and engagement activitiesPerform other duties as assigned by Supervisor and Leadership
