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Able Autism Therapy Services · 3 weeks ago

Assistant Office Manager

Duluth, GA

Full-time

Onsite

Mid Level

Able Autism Therapy Services is seeking an Assistant Office Manager to help manage the center's day-to-day activities and support the Office Manager with long-term goals. The role requires excellent managerial and interpersonal skills to effectively lead a diverse team and ensure smooth operations within the clinic.

Health CareHospitalTherapeuticsTraining

Responsibilities

Responding to incoming calls, routing calls to the appropriate areas, taking and relaying messages, and communicating general clinic information to the appropriate employee

Manage employees, create schedules, keep track of performance and assist office manager with hiring and firing decisions

Calling or reaching out to referral sources to locate new clients

Be the main point of contact for all employee inquiries regarding equipment, facility maintenance, and supplies management

Interface with the public by welcoming and assisting visitors, parents to the clinic

Identify maintenance requirements and coordinate with outside vendors to perform building maintenance functions

Vacuum or throw the garbage as needed (on days outside cleaning vendor is not here)

Implement staff appreciation and employee engagement initiatives at the direction of the Human Resources Manager or Office Manager

Ensure the safety and security of all clients, employees, and guests

Ensure that employees have relevant and up to date information for the clinic or company

Assist in implementing and maintaining all company policies and procedures

Maintaining the clinic schedule and keeping all information accurate to include contact information and all required paperwork for families and clients

Complete schedules for all clinical staff and ensure timely conversion of all appointments

Help hire new therapists, interview them and onboard them

Assign new therapists or clients to cancellations to ensure maximum authorization utilization

Identifying substitute therapists as needed if authorized for a client if an employee is unable to deliver their scheduled direct service hours. Maximize utilization of authorized therapy hours and employee availabilities

Ensuring families have all company policies and contact information for each clinic

Provide guidance to teams responsible for the efficient and effective processing of client intake and (re)authorization for applicable funding sources to ensure timely commencement and continuance of client services

Provide guidance for recruitment needs and ensure timely placement of all new hires

Ensure all materials and office equipment are in good order and taken care of properly by staff

Be punctual, set as example and be sure all staff are on time with their start and end time with their sessions and/or start and end time. Arrive to the center at least 10 minutes before opening time

Maintain all resources needed for the clinic to operate efficiently including but not limited to office supplies, clinical materials, maintenance of equipment, and cleanliness of facility

In case of last minute cancellations or emergencies, provide direct therapy until a therapist is available

Complete any additional duties given by the Office Manager

Qualification

Managerial skillsRBT certificationOrganizational skillsInterpersonal skillsProblem solving skillsMicrosoft OfficeHealthcare technologyBilingual Spanish

Required

Excellent Managerial and interpersonal skills

Individual must be able to perform their duties with a positive attitude and serve as a dynamic and positive role model for clients, employees and peers

The requirements listed below are representative of the knowledge, skill, and/or ability required

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Possess strong organization and administrative skills

Comprehensive knowledge of home, clinic, school and community-based operations, functions, and staffing requirements

Effective problem solving and analytical skills

Valid and Active RBT certification

Working knowledge of computer software applications such as Microsoft Word, Excel, Outlook and PowerPoint

Understanding of the use of technology in the clinical or healthcare fields to track client plans of care, clinical schedules, employee timekeeping, and billing

Satisfy criminal background check as defined by agency policy