Office Manager

Little Leaves is excited to share we are hiring for an Office Manager for our Owing Mills Center.

Who We Are

Essential Functions: 

Scheduling and Coordination 

• Create and maintain daily/weekly client and staff schedules to meet daily ratios, projected budget numbers, and maximize utilization of authorized hours. 
• Understand, track, and communicate operational information that impacts service delivery. 
• Ensure all appointments have been properly entered via Central Reach for billing and reporting purposes. 
• Ensure all schedules are properly disseminated to staff via One Drive and Screen Cloud. 
•  

Office Management 

• Support company operations through completion of weekly activities such as preparing payroll, completing revenue cycle audits, and managing staffing reports. 
• Organize office operations and procedures by controlling correspondence, maintaining filing systems, reviewing, and approving supply requisitions, and assigning and monitor clerical functions to behavior technicians during non-billable time.  
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement. 
• Design and implement office policies under the direction of the Center Director by establishing standards and procedures, measuring results against standards, and making necessary adjustments. 

Staff Management 

• Provide initial center orientation and training to new Behavior Technicians on center-based policies and systems.  
• Assist center director with communications to and from client families.   
• Assist the clinical team with maintaining client electronic medical records via Central Reach. 
• Manage staff and client tracking via Excel.  
• Assist center director with coaching, counseling, and progressive discipline for employees, planning, monitoring, and appraising performance results. 
• Provide follow-up responses to workers’ compensations, Leave of Absence (LOA), Short Term Disability (STD) and Family Medical Leave Act (FMLA) and reasonable accommodation requests (ADA) as needed. 

Budget and Inventory Management 

• Coordinates with the Center Director to effectively allocate center budget to meet the center needs, including inventory of materials, physical plant, and staff professional development funds. 
• Supervise the maintenance of office equipment. 

Facility Management 

• Ensure the center is clean, safe, presentable, and appropriately set up. 
• Assisting center team with custodial tasks, including cleaning up after client accidents (e.g., bathroom-related incidents), sweeping the client meal area after meals, and maintaining a clean and hygienic environment throughout the facility. 
• Manage the reception area to ensure effective telephone and mail communications both internally and externally, responding to requests from families, staff, and professionals. 
• Open the center daily and assist with client drop-off and ensure Center Director or proxy has sufficient information to close the center and complete client pick up daily. 
• Liaison with vendors and property managers. 
• Perform other duties as assigned by the Center Director or Regional Director. 

Experience, Education & Skills Required 

• Highschool diploma or equivalent required. Bachelor’s degree in business administration, healthcare management, or a related field preferred. 
• One year of experience in office management and scheduling in a clinic and/or therapeutic practice required. 
• Proficient in Microsoft Office. 
• Strong interpersonal and communication skills. 
• Highly organized and detail-oriented and the ability to maintain confidentiality. 
• Customer service focused. 
• Technologically adept and enthusiastic. 
• Passion for serving individuals with autism. 

Working Conditions 

• Work is performed in a therapeutic center environment, involving interaction with young children and their families. 
• Need to be able to push, pull, and lift up to 50 pounds. 
• Monday through Friday onsite position.