Office Manager

ILIULIUK FAMILY AND HEALTH SERVICES, INC.

Job Description

Job Title: Office Manager

FLSA Job Status: Exempt

Education/Licensure: Associates degree (Bachelors preferred) or equivalent education, with five years of experience in operations and one year experience supervising staff.  Must have experience or education in human resources and facility maintenance.  Must be fluent in English, spoken as well as written.

Department: Administration

Schedule: Generally working and available during regular clinic hours.  Occasional night and weekend work may be required.

ORGANIZATIONAL SUMMARY

Reports to: Chief Executive Officer

Key Working Relationships: Administration, Medical and Support Staff.

Primary Customer Groups: Staff, patients, their families, Vendors/ customers, community employers and agencies (community organizations /groups), and regulatory agencies

JOB SUMMARY

ESSENTIAL DUTIES AND RESPONSIBILITIES

This position will function as a member of the Iliuliuk Family and Health Services (IFHS) Leadership team.   

In alignment with the IFHS Mission, Vision and Values, the Office Manager will:

• Assisting the Chief Executive Officer in ensuring that IFHS meets the organization’s mission.
• Responsible for updating and maintaining all clinic insurances.
• Responsible for new employee orientation and ensuring all new employees are appropriately screened.
• Responsible for ensuring that all appropriate travel arrangements are made for clinic staff, board, students, residents, locums and contractors.
• Support provider credentialing and privileging as needed.
• Responsible for office supplies and equipment and act as main contact for building maintenance items.
• Responsible for ensuring grounds maintenance and snow removal when necessary.
• Process financial paperwork and reports in a timely manner as needed.
• Help with ordering, maintaining and storing appropriate supplies and equipment for administrative, IT and facility function.
• Help with managing housing assignments, vehicles and phones for locum and contract staff.
• Answer telephone as needed.
• General office support duties based on the needs of the clinic.
• Other duties as assigned by the Chief Executive Officer.
• Must be a team player

STANDARD OF CONDUCT

• Appearance: Maintain a professional personal appearance, and abide by the dress code at all times while working and representing IFHS. Demonstrate actions that support maintaining a positive and clean facility appearance.
• Attitude: Acknowledge customers; smile and maintain eye contact as appropriate for patient culture. Apologize for problems, inconveniences, and wait times. Be kind, sympathetic, and helpful. Act in a professional manner at all times.
• Respect: Treat all customers (patients and guests) with respect. Treat colleagues (employees, practitioners, volunteers) as professionals. Be accountable in meeting customers’ requests and needs. Recognize and respect differing viewpoints and beliefs. Show reverence for cultural diversity and perspective of all people.
• Ownership/ Accountability: Act as an ambassador of IFHS at all times. Anticipate and exceed customers’ needs and expectations. Understand and accept responsibilities. Demonstrate a proactive approach to all issues/ problems/ concerns.
• Communication: Acknowledge customers / patients by being attentive. Keep customers / patients appropriately informed. Maintain confidentiality at all times. Use proper voice and email etiquette. Use proper and professional telephone etiquette. Demonstrate positive and proactive communication skills to include active listening. Asks appropriate questions to clarify understanding.

ESSENTIAL FUNCTIONS

• Hearing: within normal limits with or without use of corrective devices
• Vision: adequate to read 12-point type with or without corrective lenses
• Must be able to verbally interact in English with staff, patients, and public
• Must have manual dexterity of hands/fingers for frequent writing and computer work
• Must be able to occasionally lift up to 20lbs
• Must be able to occasionally push and pull up to 20lbs

ACKNOWLEDGEMENT

I have reviewed and understand the responsibilities of this position description.

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Signature of Employee and Date

IFHS is an equal opportunity employer