Business Office Manager

Overall Summary

The Business Office Manager (BOM) is responsible for the organization and coordination of administrative operations, procedures and resources to facilitate organizational effectiveness and efficiency. The BOM is responsible for directing, coordinating and executing agency business office services and activities that meet regulatory, contractual and time-sensitive commitments.

The BOM provides supervision of the administrative assistant team to ensure proactive support and timely results required by leadership and senior management. The BOM oversees and maintains the standard of quality for all official correspondence (written, digital and verbal) originating from the Executive Leadership team.

Essential Responsibilities

Under the general direction of the Chief Executive Officer the Business Office Manager performs a variety of complex, professional, analytical, and confidential administrative services. Duties include:

Business Office Management

• Oversees administration reception areas to ensure effective telephone and mail communications, both internally and externally, maintaining a professional image and highest levels of customer service.
• Supervises the maintenance and housekeeping of office areas.
• Manages and oversees all day-to-day administrative activities of the administrative offices.
• Assists in the understanding and interpretation of BACH policies and procedures, and ensures that office operations comply with policy provisions, standards, regulations, and contractual requirements.
• Manages the purchase of central office supplies, furniture and equipment for the administrative staff in accordance with company purchasing policies and budgetary restrictions.
• Oversees the preparation of meeting minutes, reports, letters, memos and other correspondences
• Manages walk-up and phone interactions
• Maintains calendars and travel arrangements
• Screens, analyzes, and responds to incoming correspondences, handling day-to-day problems and situations
• Establishes, maintains, processes, and updates official organizational files such as contracts, records, certificates, licenses and other documents.
• Performs research and analysis on specific issues, as required, and independently prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature.
• Creates and maintains standard system to compile and prepare a variety of narrative, statistical, financial and other documentation as needed for various reports.
• Assist with identifying, tracking, analyzing and reporting on process improvement successes and barriers
• Collaborate with department administrators to identify problems and trends in order to develop solutions to enhance the overall performance of Operations
• Conducts evaluation of the effectiveness of process improvements in Operations by tracking and analyzing pre/post implementation measurements
• Use various applications, databases and systems (EPIC, Office Suite) to collect, validate, evaluate and present data
• Maintain the highest level of discretion and confidentiality.

Supervision

• Hires, trains and manages performance of the administrative employees of the business office (Executive Assistants and Administrative Assistants)
• Supervises and coordinates overall administrative activities
• Promotes a professional office environment
• Routinely uses standard office equipment (computers, phones, photocopiers, filing cabinets and fax machines); trains staff and monitors utilization of equipment for maximum efficiency

Secondary Responsibilities

• Attend workshops, training, and meetings as needed
• Coordinates, supervises, supports and completes special projects as assigned
• Perform other duties as assigned by supervisor

Qualifications

Required Education, Experience, Training

• AA degree or above in Business or related field or equivalent combination of education and experience.
• Previous relevant experience in a similar role.
• Minimum two years of experience as an administrative/executive assistant in a lead role or reporting directly to a Director or Officer.
• Experience with external communication and working with the business community.
• Proficient in Microsoft Office Suite and the Internet.

Competencies

• Initiative
• Time management
• Decision making
• Communication
• Organization skills
• Staff supervision

Preferred Education, Experience, Training

• Non-profit or community health experience.
• Direct experience leading complex teams and projects through to completion.
• Executive Assistant or similar expertise.

Work Conditions

Travel locally to visit other sites, may require a day or overnight trip to attend events; workload may be demanding at times; require professionalism and confidentiality.

Physical Demands

This position requires

• Sitting, walking, and standing associated with a normal medical, clinical and administrative office environment, with some bending, reaching, stretching, and lifting up to 25 pounds.
• Manual dexterity for tasks involving standard office equipment and computer keyboard, including repetitive movements, such as typing.
• Traveling to work sites, including some exposure to outside elements.
• Exposure to potentially dangerous materials and situations, requiring adherence to extensive safety precautions and possibly the use of protective equipment.

Confidential Employee

A confidential employee is someone who helps formulate management policies regarding worker conditions and has access to confidential information that helps formulate those labor policies.

Some possible examples of confidential employee job titles are: secretaries, assistants to supervisors or managers, and anyone in labor relations departments or HR. If a worker is typically in management meetings, but not a manager themselves, they may well be a confidential employee.

These are personnel who assist and act in a confidential capacity to management personnel, or as someone who has regular access to confidential information re: bargaining strategy or changes the employer anticipates may result from the collective bargaining process.

Supervises

• Administrative Assistants and Executive Assistants
• Temporary support staff
• Staff assigned to the Department