Mental Health Office Manager chez undefined

FLSA:  Exempt, Full-time

LOCATION: Colima

DEPARTMENT: Service Coordination

SALARY RANGE: $68,640

REPORTS TO: Director, Program Director, Service Coordination Unit

JOB OVERVIEW:

 The purpose of the Mental Health Office Manager position is to assist the Service Coordination Unit Director with the day-to-day office-based operations of the department. The Office Manager provides overall assistance to staff in the unit including, but not limited to, supervision of reception and intake staff, monitoring staff productivity and completion of all required tasks, community outreach/networking to promote services and staff training. The Office Manager promotes trauma informed service and models a strength-based approach to assist families and staff. We strive to empower families and ensure that all services are aligned with the agency’s mission, vision, and core values.

ESSENTIAL FUCTIONS:

• Assist with onboarding, training and provides one-on-one and group supervision of reception and intake staff
• Ensure that timecards are accurate and submitted timely
• Complete all performance reviews for direct reports
• Assist and/or respond to crisis calls/situations and other urgent matters to help triage appropriate support needed (e.g., safety concerns, threats of harm, clients in distress)
• Work with Program Director to provide support and/or coverage for unit/agency
• Assist Director in ensuring that requirements of all contracts are met
• Assist Director in developing and maintaining strategic partnerships with community agencies
• Assist with data collection and analysis for DMH and annual report
• Attend meetings and trainings internally and externally
• Assist with opening office and office maintenance
• Provide indirect administrative oversight of receptionists, mental health support clerk, intake coordinators and medical records staff as needed
• Oversight of the scheduling of psychiatric and psychological appointments, referrals and attendance compliance.
• Monitor capacity for psychiatry and psychological testing
• Manage RxT approvals and Quest Diagnostic account
• Ensure all staff have required training, support and tools needed to complete job duties
• Collaborate with the team to address quality issues and implement solutions
• Track office supplies and order supplies as needed
• Ensure treatment rooms are kept to agency standards
• Support all existing agency policies, principles, and mission
• Maintain confidentiality in matters of agency operation, personnel, and clients.
• Exercise good judgment in performance of all duties and responsibilities, including maintaining good boundaries and professional conduct
• Other related duties as assigned and approved by the Program Director of Service Coordination

QUALIFICATIONS:

Required

• High school diploma
• Demonstrated capacity for leading diverse and multidisciplinary teams towards a common goal
• At least two years working in an office environment in a clerical capacity; preferably experience in healthcare/mental health setting
• Flexible, acute problem-solving skills, and the ability to work under competing deadlines in a fast-paced environment
• Experience handling sensitive client information
• Proficiency in Microsoft Office Software and electronic health records
• Detail oriented, able to follow up on concerns, and accurate record keeping
• Strong verbal and writing skills are required. Must be able to document in a clear and concise manner and in accordance with The Whole Child policies and procedures
• Ability to be an excellent representative of the agency to the community
• Ability to respond effectively to sensitive inquiries or complaints
• Maintain a high level of ethical and professional standards
• Must exhibit flexibility, mature judgment, confidence, ability to adapt to changing work demands and competence

Preferred

• Bachelor’s degree in Business Administration , Management, or related field
• Bilingual in Spanish

WORKING CONDITIONS:

• This role is fully on site, Monday-Fridays during normal business hours and is not eligible for remote work
• Work is performed in a normal office setting and in the community
• Noise level is moderate with occasional loud outbursts

PHYSICAL DEMANDS:

• · Must be able to remain in a stationary position 50% of the time
• · Needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• · Constantly operates a computer and other office machinery, (i.e., telephone system, calculator, copy machine and computer printer)
• · Constantly converses with staff and clients

CONDITIONS OF EMPLOYMENT:

Employee may be asked to participate in cross-training programs, work overtime, or pursue additional education or training when it is determined to be in the best interest of the company by the program director and supervisor.