OFFICE MANAGER - PART TIME
McLean Hospital Corporation - Belmont, MA

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Job Description

The McLean Residence at Lincoln, a new transitional residential treatment program located in Lincoln, MA. is seeking a part-time staff member to oversee business office management for the program. The program has capacity for eight clients, and is located approximately 6 miles from the McLean Hospital campus. This would be an ideal position for an administrative assistant looking for a challenging and interesting new role in a unique environment, where standards of excellence in both care and services are an expectation, and where the challenging experience of directly impacting positive business outcomes is rewarding and satisfying. Successful candidate should be available to work M-F; 4 hours/day; preferably 9am-1pm.Under the direction of the Program Director, the Office Manager will assist in maintaining compliance with all applicable local, state and federal contracts, regulations and/or guidelines for the operation of the treatment program. The Office Manager will also be the outfacing client and referral contact and maintain records relating to these contacts.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
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Assists with ongoing business operations of the clinical program to drive the program’s ongoing business growth by utilizing the expertise of McLean Hospital staff and resources.

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Develops and maintains excel spreadsheets and access databases for business tracking and analysis functions.

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Answers the telephone and initiates the process for admission enquiries, documents information for follow up on referrers, potential clients and alumni and their families.

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Handles general office procedures and functions (i.e. accounts receivable, accounts payable, equipment maintenance issues, incoming/outgoing interoffice and snail mail, etc.).

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Proofreads and edits all prepared documentation to ensure accuracy prior to submittal.

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Arranges and schedules all appointments, interviews, meetings, conference calls for program director.

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Provides efficient duplication and collation of documents and reports either within program or through hospital mail room services.

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Maintains well-organized business files (hardcopy and electronic) to ensure prompt retrieval of information.

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Conducts routine inventory of department office supplies, materials and equipment; ordering supplies and services as needed.

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Manages PeopleSoft and Kronos electronic systems.

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Utilizes EBUY system for purchase order management.

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Maintains up-to-date knowledge of program budget and ensures that expenses are not exceeding budgeted amounts.

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Provides administrative support to program including arranging coverage for absent staff and organizing and providing agendas and minutes for staff, clinical management and business management meetings.

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Assists with greeting and scheduling vendors, patients, families, and guests of the program. Monitors the traffic flow in and out of the residential facility for customer service purposes and for safety.

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Assures that QA protocols and checklists are followed and reviewed in a timely manner.

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Reviews and breaks down clinical charts and ensures that protocols are being followed.

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Monitors program operations budgets and contracts as required by local, state, and federal agencies.

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Assists in developing and updating appropriate policies and procedures for the program in compliance with regulatory agencies and helps maintain current licensure materials as needed.

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Assists Lincoln staff in oversight of and collaboration with contracted services providers for the program

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Conducts ongoing daily inspections of the facility to maintain comfort and to ensure optimal safety, appearance and maintenance of residential facility.

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Back up to staff for oversight of daily housekeeping activities.

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Back up to staff for oversight of daily food service/catering activities

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Back up to staff for oversight of daily maintenance tasks.

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Maintains a professional working relationship with all vendors and manages and executes communication with contractors per McLean management directives and in collaboration with McLean Business Development, Facilities and other relevant departments.

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Organizes staff to provide courier service on a regular schedule between the program and McLean Belmont campus for all needs and services of the program.

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Other duties as assigned by program director.

Qualifications

Bachelor’s degree required; preferably in business or human servicesExperienced with fast paced, business protocols and procedures. Experience in health services helpful.Self starter with ability to work efficiently under pressure, to multi-task, to meet deadlines and to communicate effectively at all levels of the organization. Requires professional demeanor.

Conditions of Employment

Employment at McLean Hospital is contingent upon a successful CORI (Criminal Background Check), National Background Check and clearance from the Occupational Health Department.

Benefits Information

McLean Hospital is pleased to offer a full spectrum of benefits for all staff regularly scheduled to work 16 hours or more per week (benefits are pro-rated for part time staff).

Health/Welfare: McLean offers two medical plans (provided by Blue Cross/Blue Shield and Harvard Pilgrim), Prescription Drug Coverage and two levels of dental coverage.

Time Off: McLean offers a comprehensive time off plan including vacation allowance of 2-4 weeks depending on position, generous sick (TOWP) time and 12 paid holidays per year.

Welfare: McLean offers Long term disability, fully paid life insurance, Business Travel Accident Insurance, and Long Term Care Insurance.

Retirement: McLean offers two ways to save for retirement: the Massachusetts General Hospital Cash Balance Retirement Plan, a 401(a) employer funded plan and 403(b) retirement plans.

Other: McLean has many other perks and benefits including tuition reimbursement, discounts at local gyms, an Employee Activities committee that offers discounted tickets.

Required Skills:
Skills/Abilities/Competencies

Successful candidate must possess basic computer skills in order to use a variety of electronic systems to access and/or maintain personal employment-related data, satisfy required annual trainings, and use job-specific applications. All employees of McLean Hospital are assigned an email account for business communication purposes. Candidate must also be able to consistently demonstrate McLean Values of integrity, compassion and respect, diversity and teamwork, excellence and innovation in their work activities and interactions.

EEO Statement

It is the policy of McLean Hospital to affirmatively provide equal opportunity to all qualified applicants for employment and existing employees without regard to their race, religion, color, national origin, sex, age, ancestry, disability, sexual orientation, or any other basis that would be in violation of any applicable law or regulation. All aspects of employment including recruitment, selection, hiring, training, transfer, promotion, termination, compensation and benefits conform to this policy in order to further the principles of equal employment opportunity and the spirit of affirmative action.

McLean Hospital - 23 months ago - save job