Administrative Office Manager- Medical

Our conveniently located boutique behavioral health practice in the Chelsea neighborhood of Manhattan is currently seeking a Full-Time dynamic and energetic Administrative Office Managerto join our team! The office offers a full spectrum of personalized services including psychotherapy, psychopharmacology, and interventional treatment including dTMS and ketamine for patients with treatment resistant depression, anxiety, bipolar disorder, and attention disorders and OCD. The ideal candidate assists our board-certified psychiatrists and vibrant team members in delivering exemplary patient care in a friendly, compassionate and comfortable environment, dedicated to one-on-one, confidential support.

The Receptionist/Front Desk Admin ensures that a personable and professional environment is maintained in all aspects of the program, which are necessary for the smooth and orderly operation of the facility. Positive and courteous interactions with clients, staff and other community agencies are an essential aspect of this job.

POSITION SUMMARY

The Administrative Office Manager provides high-level support for executive management including heavy calendar management and successful coordination of patient/doctor visits and clinical treatments. They serve as liaison between executive and other departments within organization. They exercise independent judgment in the resolution of administrative problems. They prioritize and manage multiple projects simultaneously with little or no supervision.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Managing master calendar, requiring interaction with internal and external clinical staff, practitioners, patients, and administrative staff to schedule variety of treatments and appointments.

• Managing overall administrative activities for the office

• Handling incoming and outgoing phone and electronic communications on behalf of clinical staff and practitioners; routing incoming calls to appropriate party quickly and efficiently

• Independently creating well-organized, grammatically correct memos and reports for distribution to members of various departments

• Assisting with special events planning

• Using various software applications such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate, and/or format data and/or reports

• Maintaining highest level of confidentiality

• Exercising administrative judgment; assuming responsibility for decisions, consequences, and results impacting staff, patients, and practitioners.

• Handling and overseeing billing, copays, insurance claims, and the like

• Performing other duties as assigned

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

• Associate’s degree required, Bachelor’s degree preferred

• Two years or more of experience as an executive administrative assistant/or Office Manager/ or office director or similar, preferably in a medical setting.

• Working knowledge of Microsoft Excel, Word, PowerPoint, and Outlook

• Knowledge of EMR systems such as Advance MD, E-clinical Works, preferred but not mandatory.

• Demonstrate interpersonal skills and proficiency in business vocabulary to effectively represent the executive and the company to outside parties

• Excellent interpersonal, oral, and written communication skills

• Excellent writing, proofreading, and editing skills

Salary commensurate with experience. Annual Salary of 60-70K for the right individual.