Office Manager

　　Job Details

　　Job Location

　　268 - UTICA - Utica, NY

　　Salary Range

　　$20.78 - $21.63 Hourly

　　Description

　　As the Office Manager you will provide support to the Regional Vice President (RVP), Associate Directors/Directors as well as other leadership staff located at the regional Hub. You will be responsible for the efficient operation of the regional Hub and or/regional offices. You will be accountable for reception, correspondence, maintaining filing systems, generating reports, graphics and charts using Excel, Paycom, and other database systems, processing phone calls, scheduling meetings and travel arrangements, maintaining office and conference room calendars, planning and coordinating events, routing mail, requisitioning supplies, coordinating with vendors, and promoting positive communication throughout the office and region. The Office Manager will be accountable for maintaining the regional Hub and/or regional offices and will serve as a liaison with other LIFEPlan regions and the corporate office to ensure efficient communication. Special project support will also be required.

　　Office Management

　　Maintain visitors sign-in logs

　　Order and keep stock of office supplies

　　Distribute supplies to each regional office

　　Monitor Printer/Copier functions

　　Handle invoices for various vendors

　　Ensure proper cleanliness of hubs is maintained by cleaning professionals, maintains cleaning logs

　　Travel between regional hubs as needed

　　Mailing

　　Create and supply postage for regional Hub and/or offices

　　Assist care managers with mailing documents

　　Gather and scan mail from regional Hub and/or offices

　　Receive incoming packages

　　Manage mass mailings for regional teams

　　Prepare and deliver packages and certified mail

　　Care management support

　　Assign and maintain fobs for Hub and/or regional offices

　　Prepare mailings requested by Leadership team

　　Assist RVP and Associate Directors/Directors with various spreadsheets for region

　　Gather documents/forms from Care Management team containing Protected Health Information (PHI) at regional Hub and/or offices and send to Health Information Management (HIM)

　　Assist with directing requests for various needed items to the appropriate personnel

　　Facility Maintenance

　　Be the point person for any site issues during business hours:

　　Heating issues

　　Leaks

　　Doors/locks

　　Plumbing issues

　　Purchase needed and approved building items

　　Manage shred bins through contracted vendor

　　Handle water orders and delivery

　　Maintain and purchase kitchen/snack area supplies

　　Information Technology (IT) Technology Disbursement and Management

　　Gather former employees’ technology equipment from RVP, Associate Directors/Directors and mail to Information Technology (IT) Department

　　Assist employees in receiving technology from the regional Hub and/or offices

　　Point of contact at regional Hub and/or offices for IT equipment deliveries

　　Assist IT with troubleshooting internet issues for the regional Hub and/or offices

　　Planning Events

　　Organizie caterers

　　Purchase needed materials

　　Schedule and reserve rooms

　　Serve as a liaison with other regional Office Managers and LIFEPlan administrative staff to ensure effective communication, and policy operationalization and a unified approach with respect to business administration, IT, HR, etc. across geographies

　　Maintain computer and manual filing systems

　　Assist with special projects as required

　　Must manage sensitive information in a confidential manner.

　　Qualifications

　　A ssociates degree preferred.

　　High School Diploma with 3 years’ experience is required.

　　A minimum of three (3) years of demonstrated, job-related experience, preferably in an OPWDD or DOH environment.

　　A minimum of intermediate computer skills (Windows, Office 365, Word, Excel, PowerPoint)

　　Working knowledge of office equipment; printers, fax machines, etc.

　　Capable of learning new databases, running reports, and assisting with webinar set-up.

　　Flexibility, and the ability to manage multiple tasks and priorities is required.

　　Must have solid judgement, and the ability to model professional office behavior.

　　Demonstrated ability to plan and coordinate administrative projects; including events and webinars.

　　Excellent written and verbal communication skills.

　　Detail-oriented, well-organized and able to work independently in a fast-paced environment.

　　Must be capable of working collegially with a diverse group of stakeholders.

　　A valid Driver’s License and the ability to travel occasionally to other offices throughout the region as assigned.

　　Valid auto insurance (proof of insurance required at time of hire)

　　Reside in NY state, or a contiguous state