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Company Name : Getachew Health Center
Location : Columbus, OH 43240
Position : Office Manager
Job Description : Brief Description: Oversees day-to-day flow and function within the office. Coordinate administrative duties. Brand management, patient coordination, events, marketing, office engagement, community outreach, etc. Organizes and structures the workplace. Lead administrative personnel, oversee finances, and HR responsibilities.Specific Roles/Tasks: General Office Support:Run errands, ship productOffice upkeep/organizationInventory (work alongside practitioners, representatives, and general items needed for office function i.e. bathroom/kitchen/waiting room supplies)Business planning/managementAssist with business planning and improvement of administrative processesTrain administrative staffAssist practitioners with monitoring health and patient care practices for compliance with health regulationsDocumenting processes and maintaining recordsPatient care/coordination/concierge services:Concierge patient care through working with individuals and their practitioners to plan long term treatments – creating package quotes and timelines for the best potential outcome (example: bride to be packages)Manage scheduling system and EMR: tracking appointments, room availability, creating practitioners availability alongside maintaining communication with the support team when issues/questions ariseMarketing (internal/external)/EventsHelp run social media accounts (Instagram, Facebook, etc.)Track reviews, patient feedback/inquiriesResponsible for coordinating with the team and planning all of the internal and external events-plan team meetings for each quarter.Utilize our programs throughout account for marketing (Aspire, Alle) to help patients earn rewards which is money back for the practice. Cross-marketing products and services to introduce patients to new treatments.General Office Management:Create an office schedule/hour. Monitor staff schedules (requesting time off, sick days, showing up late)Coordinate and supervise the work of practitioners and administrative staffCross-trained on the front deskAssist the Medical Director as neededFacilitate health and safety procedures: (example: public health department requirements)Plan lunch and learns/gather education material for the team when requested through reps/online portalsCoordinate/facilitate training when onboarding new products/services etc.Responsible for all HR tasks including but not limited to:Plan and coordinate the workforce to best use employees’ talentsResolve issues between employeesAdvice on policies and proceduresOversee recruitment, shadow, hiring, and onboarding processDirect disciplinary procedures (example: write-ups)Organize quarterly reviewsMaintain insurance, certifications, licenses, and update as neededOversee promotions and termination (policies)Finance/Accounting:Directing financial planning and strategy.Analyzing and reporting on financial performance (profit margins)Developing and implementing accounting policies (tracking income/outcome/budgets)Preparing forecasts and comprehensive budgets (slow seasons)Payroll management alongside owner (running ADP, tracking tips/commission, PTO/sick pay)Approve discounts, specials, and sales when deemed appropriateApprove and update price changes for services (work with M.D. and practitioners fluctuation with cost to increase or maintain profit margin)Reviewing departmental budgets (budgeting for orders i.e. X amount for Botox and Y amount for IV bags. Work with M.D and practitioners to do this.)Assessing, managing, and minimizing risk.OrderingPlace all of our product, medical supplies, retail inventory ordersCoordinating with representatives from the companies we work with regarding specials, promotions, product information, etc.SkillsProven experience as an Office manager, Front office manager or Practice AdministratorKnowledge of office administrator responsibilities, systems and proceduresFamiliar with medical aesthetic/med-spa services and treatmentsHands on experience with office machines (e.g. fax machines and printers)Familiarity with email scheduling tools, like Google groups/gmailExcellent time management skills and ability to multi-task and prioritize workAttention to detail and problem solving skillsExcellent written and verbal communication skillsStrong organizational and planning skills in a fast-paced environmentA creative mind with an ability to suggest improvementsHigh School degree; additional qualifications will be a plusPersonality: The personality of the individual in this position is incredibly important. You must be patient, understanding, but value rules and holding others accountable. Must recognize that patient care and safety is the first priority across the board.Job Type: Full-timePay: From $25.00 per hourBenefits:Dental insuranceFlexible scheduleHealth insuranceVision insuranceSchedule:8 hour shiftDay shiftMonday to FridaySupplemental Pay:Commission payCOVID-19 considerations:We have just lifted our mask requirement for patients and staff. We have regular cleaning scheduled.Application Question(s):Would you be willing to complete a personality test after the initial interview?Experience:Management: 2 years (Preferred)Human resources: 1 year (Preferred)Finance & Accounting: 1 year (Preferred)Work Location: One location
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