Admin Staff

Office Manager -

New Growth Recovery Location:

1350 Main St, Suite 1500, Springfield, MA 01103

Reports To:

Program Director Position Type:

Part-Time Job Summary New Growth Recovery, an outpatient substance use treatment facility offering Day Treatment services, is seeking an experienced and organized Office Manager. This role is integral to ensuring efficient day-to-day operations and supporting staff and clients in a compassionate, professional environment. The Office Manager oversees administrative functions, client intake coordination, facility management, and supports the executive team in meeting operational objectives. Key Responsibilities

• Oversee daily office operations, ensuring efficient scheduling, client intake, and administrative support.
• Answer the phone and direct calls in a professional manner, and provide accurate information to callers.
• Coordinate client admissions, manage intake paperwork, and ensure accurate data entry for new clients.
• Act as a liaison between clinical and administrative staff, fostering communication and workflow efficiency.
• Manage office supplies, facility maintenance, and vendor relationships to maintain a clean, organized, and safe environment.
• Ensure compliance with HIPAA and other regulatory standards, maintaining confidentiality and security of client records.
• Assist the Executive Director with billing, accounts receivable, and payroll processing.
• Schedule and coordinate team meetings, staff training sessions, and client appointments.
• Prepare reports on operational metrics, office productivity, and client satisfaction to support continuous improvement.
• Maintain office policy and procedures documentation, ensuring all staff are trained on relevant protocols.
• Make sure the office is stocked with the appropriate supplies for operation.
• Facilitate group therapy sessions as assigned, in alignment with the program's clinical curriculum.

Responsibilities include preparing and delivering group content, fostering a safe therapeutic environment, documenting attendance and progress, and collaborating with the treatment team to support individualized patient care.

Qualifications Educational Background:

• Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or a related field preferred.

Experience:

• 3 years of experience in a healthcare or behavioral health setting preferred. Knowledge, Skills, and Expertise

Healthcare Operations:

Familiarity with healthcare office management.

Technical Proficiency:

Strong knowledge of office software (Microsoft Office Suite, especially Excel, or comparable Google software); experience with EHR systems is a plus.

Financial Acumen:

Basic accounting principles, billing, and payroll processing. Core Competencies

Organizational Skills:

Excellent multitasking, time management, and prioritization abilities.

• Attention to

Detail:

High accuracy in administrative tasks, data entry, and compliance documentation.

Communication:

Strong written and verbal skills; professional engagement with clients, staff, and vendors.

Problem Solving:

Proactive approach to identifying and resolving operational issues.

Team Collaboration:

Works collaboratively with clinical and administrative teams.

Adaptability:

Comfortable in a fast-paced environment; remains calm under pressure.

Client-Centered Focus:

Maintains a welcoming, compassionate environment for clients.

Confidentiality and Compliance:

Strong understanding of HIPAA, confidentiality, and client safety protocols. Compensation

Evaluation:

Annual performance evaluation within 30 days of hiring anniversary.

Benefits:

Eligibility to participate in company insurance programs (medical, dental, vision) and Paid Time Off, subject to program terms and conditions.

Pay:

$19.00 - $23.00 per hour

Benefits:

Dental insurance

Work Location:

In person