Office Manager, Wyomissing

Overview

The Office Manager is responsible for overseeing the day-to-day operations of the clinic and is a key player in our clinic's success. They plan, organize, schedule, and distribute workload among team members to ensure smooth operation and high levels of customer satisfaction. The Office Manager coordinates policies and procedures to ensure compliance with company standards and supports daily clinic operations in collaboration with the Clinical Director.

Participates in requested performance management discussions with support from the Clinical Director and/or Lead BCBA.

HHF is Great Place to Work Certified™ in 2022, 2023, and 2024.

• Operational Management and Staff Coordination

  • Supervise daily operations and coordinate staff schedules to ensure full coverage.

  • Oversee in-clinic orientation and track progress.

  • Provide support for new team members.

• Customer and Client Service

  • Handle front desk activities such as greeting visitors, coordinating client and family interactions, and managing phone communications.

  • Serve as the initial escalation point for client and family inquiries, assisting with complex cases as the Clinical Director recommends.

• Scheduling and Resource Allocation

  • Collaborate with the centralized scheduling department to optimize client and staff schedules.

  • Monitor and adjust daily schedules and resource allocations as needed.

• Meeting and Workflow Coordination

  • Organize, schedule, and facilitate monthly team meetings.

  • Coordinate with the Clinic Director on workflow changes, schedule adjustments, and operational changes.

• Team Member Administration

  • Manage attendance and ensure all times are recorded accurately.

  • Participate in onboarding and offboarding processes, including managing logistics and collecting devices from departing staff members.

• Additional duties as assigned.

• Bachelor’s degree in healthcare, business administration, or other business-related field.

• 3 years of progressive leadership responsibilities with experience in a healthcare facility/clinic.

• Previous supervisory experience preferred in registration or clinic operations.

• Knowledge of basic customer service principles and practices.

• Thorough knowledge of computer systems, including previous experience using a client or medical database.

• Excellent verbal and written communication skills.

• Knowledge of medical terminology.

• Familiarity with and/or the ability to learn ABA terminology.

• Ability to deliver high level of customer service.

• Must be a team player and able to communicate with individuals at all levels of the organization.

• Strong organizational skills.

• Physical requirements:
  
  ability to occasionally lift and transport items weighing up to 25 pounds; primarily sedentary with periods of standing and movement in the clinic.

• Candidates must be comfortable working near young children, including potential bodily fluids, as this is part of the role; the position involves exposure to odors, fluctuating temperatures, and occasional loud noises.

• $24-30/hr

• 401k with match

• Short & long term disability

• PTO, paid holidays, and paid family leave

• Paid employee referral program

• Opportunities for career advancement

HHFCORP

Helping Hands Family Base Salary Range: $24 USD - $30 USD

Ready to Make a Difference? Apply Now!

Helping Hands Family is Great Place to Work Certified™ in 2021, 2022, 2023, 2024, and 2025. We are a top-rated ABA provider dedicated to a supportive and inclusive culture. We offer rewarding work experiences, including making a lasting impact on children’s lives.

All offers of employment are contingent upon the successful completion of a comprehensive background check, including SSN verification, identity verification, reference checks, criminal history check, fingerprint screening, and any other checks to ensure the safety of the children we serve. All new hires must complete E-Verify as required by USCIS. HHF does not provide immigration sponsorship for any roles at this time.

Helping Hands Family is dedicated to a supportive, inclusive culture. We are an equal opportunity employer and do not discriminate based on race, color, religion, national origin, age, gender, sex, ancestry, citizenship status, mental or physical disability, genetic information, sexual orientation, veteran status, or military status.