What are the responsibilities and job description for the Academy Office Manager position at Holy Angels Residential Facility?
We are Growing and adding a new position for a Office Manager in our Academy!
Full Time, M-F, 6:45am- 3:30 pm, 40 hours per week
Starting Rate: $ Salary Depending on Experience
Benefits: Fulltime Eligible Staff
- 403b retirement with Match
- Health
- Dental
- Vision
- Life
- Short Term Disability
- Long Term Disability
- Accident
- Critical Illness
- Paid Time Off
- Holiday Pay
- Employee Referral Bonus
- Wellness Center Free Membership
Job Summary:
Holy Angels is in search of a full-time Office Manager for Holy Angels Academy. The Office Manager will assist the Director of Educational Services and the Director of Clinical Services in the day-to-day office management of the Academy. The ideal candidate will have leadership skills in the day-to-day operations in a clinic/school setting including but not limited to, daily operations, credentialing, billing, insurance verifications, admissions, and previous staff management experience.
Specific Skills and Responsibilities:
Operations & Clinic Management
- Lead daily office operations across multiple clinic locations, ensuring efficient workflows, appropriate staffing coverage, and exceptional service delivery.
- Manage schedule rotations and day-of staffing adjustments to maintain adequate coverage and operational efficiency.
- Oversee administrative and support operations, including file management, records maintenance, and departmental workflow coordination.
- Manage supply inventory, monitor stock levels, and ensure resources are available to support clinic operations.
- Collaborate with executive leadership on strategic planning, compliance initiatives, clinic operations, customer service, and organizational growth.
Staff Leadership & Development
- Direct, mentor, and hold staff accountable for performance, scheduling, onboarding, training compliance, and professional development.
- Coordinate background checks with BACB and facilitate onboarding activities.
- Manage employee schedules, time-off requests, and staffing assignments.
- Monitor required training and compliance programs, including Relias and other organizational education requirements.
- Conduct performance-related oversight and ensure accountability for operational standards and workplace expectations.
Enrollment, Admissions & Family Support
- Coordinate enrollment and admissions processes, including follow-up with prospective families after initial contact.
- Maintain regular communication with families regarding enrollment status and program requirements.
- Track and collect intake documentation, insurance information, evaluations, and other required records.
- Issue reminders for missing paperwork and ensure required documentation is received and maintained.
Credentialing, Compliance & Quality Assurance
- Oversee provider credentialing and compliance activities, including management of credentialing processes for large provider networks.
- Ensure compliance with all regulatory, accreditation, and educational requirements.
- Maintain survey readiness, documentation standards, and audit preparedness.
- Conduct internal audits and quality assurance reviews to ensure compliance and operational excellence.
- Champion continuous process improvement efforts that increase efficiency, standardize procedures, and strengthen service quality.
Authorizations, Billing & Financial Management
- Manage insurance verification, authorizations, reauthorizations, and revenue cycle activities.
- Submit Verification of Benefits (VOB) requests and authorization documentation.
- Maintain authorization records and track upcoming renewal requirements.
- Improve billing, insurance, and reimbursement processes to optimize financial performance.
- Support budget development, purchasing oversight, and financial stewardship to ensure responsible resource utilization.
Records Management & Documentation
- Maintain accurate patient, client, and student records in accordance with regulatory requirements and confidentiality standards.
- Track attendance, investigate unexplained absences, and prepare attendance verification documentation.
- Organize and maintain annual compliance paperwork and required records.
- Process record requests and ensure appropriate release of information procedures are followed.
- Maintain current records related to permissions, medications, services, and other required documentation.
Technology & Process Improvement
- Lead technology and operational improvements, including electronic health record implementation and workflow optimization.
- Support reporting systems, data management, and process standardization initiatives.
- Monitor productivity and operational metrics to identify opportunities for improvement.
- Implement innovative solutions that enhance efficiency, customer service, and overall clinic performance.
Customer Service & Family Experience
- Strengthen patient, client, and family experiences through proactive communication and service excellence.
- Resolve operational concerns and support high-quality customer service standards.
- Foster positive relationships with patients, families, providers, staff, and community stakeholders.
- Promote a culture of accountability, responsiveness, and continuous improvement.
Qualifications:
- Minimum 7-10 years’ experience staff management required
- Must maintain a current and valid driver’s license
Education:
- High School Diploma or GED Required
- Bachelors in business related filed preferred
Work Environment:
- Must be able to work with individuals with developmental disabilities
Physical Demands:
- Walk, stand, sit, push, pull, stoop, kneel, crouch, reach, use hands and lift up to 50lbs, 2/3’s of the time
Requirements:
- Drug Screen
- Criminal Background Check
- Driver’s License Check