Office Administrator

Salary

$40000.00 - $44000.00 / year

*Based on experience, and education

Schedule

Benefits:

Robust benefit offering that includes health, vision, dental, 401k with matching contribution, HSA, FSA, PTO, mental health and wellness time off, and paid parental leave.

Our outpatient addiction treatment provider, Groups Recover Together, delivers comprehensive care for those recovering from opioid addiction. We believe that recovery goes beyond office visits and entails a holistic approach that incorporates medication, weekly group therapy sessions, and care navigation. We are committed to delivering top-grade clinical treatment and team-based support to enable clients to establish rewarding, sober lifestyles.

Responsibilities:

An enthusiastic and self-motivated Office Manager is required by Groups to provide administrative guidance to members, medical providers, and clinicians. As a key liaison between the local leadership and the team, the role requires a thorough understanding of scheduling, day-to-day operations, and meeting planning aimed at enhancing members' recovery.

The key to success in this position is being detail-oriented, professional, and having exceptional communication skills, both written and verbal. The ability to solve problems independently and navigate high stress situations is critical, as is a talent for providing exceptional customer service.

Duties & Responsibilities:

• Responsible for maintaining overall office appearance
• Responsible for opening and closing Groups offices
• Welcome everyone to the office and be the first contact for all members and visitors
• Ensure high-quality customer satisfaction through personalized service in face-to-face interactions, phone calls, and video conferences, addressing any concerns related to treatment
• Fulfill administrative obligations such as answering incoming calls, attending to member texts, answering emails, and fixing any technological problems experienced by our members
• Facilitate member participation in office and virtual group meetings, by ensuring that they check-in and out, collect payment, and follow the prescribed protocol for medication and drug screen collection
• Facilitate harmonious interaction between healthcare providers and the organization, tackle day to day logistical issues of doctors, and keep track of their hours for prompt payment based on the state-specific guidelines
• The EMR is a vital tool for maintaining member information, and as such, it is essential to keep this data up-to-date. This includes verifying demographic information, scheduling appointments, monitoring prescription coverage, and ensuring provider compliance with scheduled appointments
• When sending forms to members for signature, it is essential to provide clear instructions on how to sign electronically. This might involve using an online signing platform, such as DocuSign or Adobe Sign, or other secure methods of electronic signature
• Collect insurance information, ascertain the in-network insurance plans that are accepted, and collect co-pays/coinsurance according to need. Guide members to connect with the Member Access Team and manage their financial accountability proactively
• Form alliances with nearby pharmacies to ensure that a member's medication is not disturbed unnecessarily
• We understand that navigating the program can be challenging at times, which is why we are here to help. Whether you need assistance with pharmacy issues or have questions about your program benefits, we are here to provide guidance and support
• The accuracy of financial reports in the finance department depends greatly on proper management of the petty cash fund via PEX card and maintaining clear records throughout
• Purchase and manage essential office supplies via e-commerce sites or brick-and-mortar shops
• Members in need of urine drug screens must have their supplies shipped, if applicable, and be offered the option of picking them up at the office during designated times
• Our primary focus is to attain and surpass office-specific objectives connected to essential performance markers (KPIs), to drive desirable outcomes for our members
• Reporting trackers serve as a tool for promoting compliance and ensuring member success in the long run
• This role involves managing and coordinating member medication counts, conducting health and safety drills, monitoring state PDMP regulations, and upholding office compliance measures.
• Make sure to engage in activities that help increase the visibility and profile of the community
• Disseminate informational brochures and flyers among community stakeholders to educate them on Groups' mission and values
• Be present and contribute to the discussions held in gatherings addressing issues concerning substance dependency
• Help boost awareness and engagement in local groups by regularly distributing flyers in well-chosen locations, as stipulated by your community leader
• Carries out additional assignments as given

Qualifications:

• Associate’s degree preferred, or 2 years of relevant experience in lieu of degree
• Minimum 2 years of experience in an office administrative/coordinator role
• Healthcare, retail or hospitality experience preferred
• Fluency with Google Apps (Sheets, Docs, Meet, Drive, etc.) and Microsoft Office
• Ability to troubleshoot minor technological challenges
• Ability to multitask and prioritize with minimal supervision 
• Strong attention to detail and ability to manage confidential and highly sensitive information
• Ability to problem solve quickly and independently, as needed
• Ability to work with a team as well as an independent contributor
• Exceptional customer service skills and the ability to build positive relationships with people 
• Exceptional written and verbal communication skills
• Ability to work evenings, as needed, to provider appropriate member care

Requirements & Working Conditions:

The physical demands of the job are an important factor in fulfilling essential duties. Reasonable accommodations are made for employees with disabilities on a case-by-case basis. Speaking and listening skills are essential for the role, as is manual dexterity. The use of hands and fingers is necessary to complete tasks. While sitting may be required for some tasks, standing, walking, reaching, balancing, and movements such as stooping, kneeling, crouching, or crawling may also be necessary. Good close vision is a requirement for fulfilling the expectations of the job.

To ensure the appropriate quality of candidates, this position could be subject to a criminal background check in relation to its responsibilities. However, the organization will consider all candidates responsibly, even those with prior convictions, provided no bias exists. Further, background checks are only conducted after a conditional job offer has been made.

The job description is intended to provide an overview of the nature and level of work involved and is not intended to be viewed as a comprehensive enumeration of all necessary skills, duties, and responsibilities.

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