Position Overview:
We are seeking a dynamic, collaborative, and skilled Office Manager to lead and oversee our administrative team and the onsite operations for our Clinic. The successful candidate will be responsible for managing and coordinating the daily operations of the administrative department, ensuring efficient workflow, effective communication, and excellent support to various departments within the organization. The
Office Manager will play a crucial role in maintaining a well-organized and smoothly functioning office environment.

Responsibilities:

Team Leadership and Management:
● Supervise, mentor, and provide guidance to the administrative team members, fostering a positive and collaborative work environment. Teams include scheduling, reception, and billing.

● Assign tasks and responsibilities to team members, ensuring a balanced workload and optimal utilization of skills.

● Conduct regular team meetings to communicate updates, discuss priorities, and gather feedback.

Operations Management:
● Oversee and coordinate administrative tasks such as reception, filing, record-keeping, correspondence, and data entry.
● Streamline and standardize office procedures, ensuring consistent execution and compliance with organizational policies.
● Develop and implement efficient workflows to enhance productivity and reduce redundancy.
● Collaborate with department heads to understand their administrative needs and provide effective support.

Communication and Collaboration:
● Serve as a liaison between the administrative team and other departments, fostering clear communication and coordination.
● Facilitate inter-departmental communication to address issues and ensure seamless operations.
● Collaborate with HR for onboarding, training, and professional development of administrative team members.
● Support policy and protect BBTS culture.

Resource Management:
● Monitor and manage office supplies, ensuring availability and proper utilization.
● Coordinate maintenance and repairs of office equipment, liaising with vendors as needed.

● Assist in the procurement of necessary supplies, equipment, and services.

Records and Documentation:
● Oversee the maintenance of accurate and up-to-date records, files, and documentation.
● Ensure compliance with record-keeping standards and confidentiality protocols.
● Prepare regular reports and summaries of administrative activities for management.

Problem Solving and Decision Making:
● Address and resolve any operational challenges or issues that arise within the administrative team.
● Make informed decisions to optimize office efficiency and resource allocation.

Qualifications:
● Bachelor's degree in Business Administration, Management, or a related field (or equivalent experience).
● Proven experience in office management or administrative leadership roles.
● Strong organizational, multitasking, and time-management skills.
● Excellent communication and interpersonal abilities.
● Proficiency in using office software and tools, including Microsoft Office Suite.
● Leadership skills with the ability to motivate and guide a team.
● Attention to detail and a commitment to accuracy.
● Problem-solving and decision-making capabilities.
● Strong ethical standards and ability to handle sensitive information with confidentiality.

Job Description: Clinic Liaison/Office Manager

Position Overview:
We are seeking a highly organized and experienced Clinic Liaison/Office Manager to join our team and play a pivotal role in the growth and management of our healthcare clinics. This dynamic role requires a candidate who possesses a deep understanding of office operations and procedures, excellent leadership skills, and the ability to train and oversee various office roles. The Clinic Liaison/Office Manager will be responsible for ensuring the efficient functioning of our clinics, supporting the establishment of new clinics, and fostering a positive and collaborative work environment.

Key Responsibilities:

Clinic Operations Management:
● Oversee the day-to-day operations of existing clinics, ensuring smooth workflow, optimal patient experience, and adherence to established protocols, and economic responsibility
● Monitor and analyze clinic performance metrics, identifying areas for improvement and implementing strategies to enhance efficiency and productivity.
● Collaborate with medical staff, administrators, and other team members to streamline processes and improve patient care delivery.

New Clinic Establishment:
● Play a central role in the setup of new clinics, from identifying needs of clinic operations, space management to coordinating logistics and staffing requirements.
● Develop comprehensive plans for the launch of new clinics, including staffing, equipment procurement, and initial patient engagement strategies. Marketing

Training and Development:
● Possess a deep understanding of all office roles within the clinic, including administrative, front desk, billing, scheduling and medical records functions.
● Train new and existing staff members on best practices, policies, and procedures, ensuring consistent and high-quality service delivery.
● Provide ongoing coaching and professional development opportunities to enhance staff performance and growth.

Staff Supervision:
● Manage a diverse team of office staff, providing guidance, direction, and performance feedback.
● Foster a positive work environment that encourages collaboration, open communication, and a strong sense of teamwork.

Quality Assurance:
● Implement and enforce standardized processes and procedures across clinics to maintain a high standard of quality in patient care, compliance, and operational efficiency.

● Conduct regular audits and reviews to ensure accuracy and consistency in documentation, billing, and record-keeping.

Financial Oversight:
● Assist in budget planning and management, monitoring clinic expenses, and identifying cost-saving opportunities.
● Collaborate with the finance department to ensure accurate billing, coding, and insurance claims processing.

Relationship Building:
● Serve as a liaison between clinics, patients, medical professionals, and administrative staff to facilitate effective communication and collaboration.
● Build and maintain positive relationships with vendors, suppliers, and external partners to support clinic operations.

Qualifications and Requirements:
● Proven experience in clinic management, office administration, and staff supervision.
● Strong knowledge of healthcare regulations, compliance standards, and medical office procedures.
● Excellent leadership and communication skills, with the ability to mentor and develop a diverse team.
● Proficiency in software applications commonly used in medical and office environments.
● Demonstrated problem-solving skills and the ability to make sound decisions under pressure.
● Detail-oriented mindset with a commitment to accuracy and quality in all tasks.
● Exceptional organizational skills and the ability to manage multiple tasks simultaneously.
● Flexibility to travel as needed for new clinic setup and training purposes.
● Strong commitment to ethics and integrity, willing to take responsibility and be held accountable.

Job Type: Full-time

Pay: $20.00 - $30.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Layton, UT: Relocate before starting work (Required)

Work Location: In person