Office Manager

Overview

LifeLong Medical Care is looking for an Office Manager in Oakland. This position will provide administrative support for LifeLong’s Medical Respite, Street Medicine, and Supportive Housing Programs which all provide health and social services supports for people experiencing homelessness or living in permanent supportive housing. The position, located with program managers at the LifeLong Adeline site, will occupy the building lobby to welcome patients and guests, facilitate patient program enrollment, eligibility and referrals, creation and maintenance of patient health records, supply ordering and inventory, and general administrative duties.

This is a full time, 40 hours/week, benefit eligible position. This position is in-person five days a week onsite.

LifeLong Medical Care is a multi-site, Federally Qualified Health Center (FQHC) with a rich history of providing innovative healthcare and social services to a wonderfully diverse patient community. Our patient-centered health home is a dynamic place to work, practice, and grow. We have over 15 primary care health centers and deliver integrated services including psychosocial, referrals, chronic disease management, dental, health education, home visits, and much, much more.

Benefits

Compensation: $25 - $27/hour. We offer excellent benefits including: medical, dental, vision (including dependent and domestic partner coverage), generous leave benefits including ten paid holidays, Flexible Spending Accounts, 403(b) retirement savings plan.

Responsibilities

Under the direction of the Homeless Program Managers, the Office Manager will be a key member of LifeLong’s Homeless Services Programs.

• Welcoming and directing building guests and patients, answering questions, disseminating information, and taking and delivering messages
• Maintain the lobby so that it is welcoming, clean, and orderly, including the building’s bulletin board, mail area, and waiting area
• Answering front door and helping patients and guests to get where they need to go
• Assist in tracking program deliverables and billing, including Medi-Cal verification
• Assist in chart management and creation in Electronic Health Record, HMIS, and Community Health Record (CHR), including fulfilling ROIs
• Process and follow up with referrals for Respite, Supportive Housing Program (SHP), and Street Medicine, including Durable Medical Equipment
• Attend internal staff meetings, including Daily Huddle
• Liaise between programs and vendors
• Troubleshoot technical problems and coordinate maintenance: copier, fax, computer, telephone, printer, etc.
• Oversee supply ordering, receiving, and inventory organization
• Develop protocols for record keeping, administrative protocols and general office tasks
• Communicating regularly with Program and Building Managers when you are away from your desk and support needed to monitor the front door
• Be resourceful, detailed oriented, plan ahead,
• Create and prepare any necessary forms
• Assist in preparing periodic program reports
• Perform general office tasks including mail distribution, copy/print services, office maintenance, receiving packages
• Assist program managers and directors in scheduling meetings, events, staffing, and staff shadowing
• Other duties deemed necessary and appropriate by Homeless Services Program Managers
  
  

Qualifications

• Strong organizational, administrative and problem-solving skills, and ability to be flexible and adaptive to change.
• Ability to effectively present information to others, including other employees, community partners and vendors.
• Ability to work with individuals and organizations at the local level to build support.
• Ability to seek direction/approval from supervisor on essential matters, yet work independently with little onsite supervision, using professional judgment and diplomacy.
• Work in a team-oriented environment with a number of professionals with different work styles and support needs.
• Excellent interpersonal, verbal, and written skills and ability to effectively work with people from diverse backgrounds and be culturally sensitive.
• Conduct oneself in external settings in a way that reflects positively on LifeLong Medical Care as an organization of professional, confident and sensitive staff.
• Ability to see how one’s work intersects with that of other departments of LifeLong Medical Care and other partner organizations.
• Make appropriate use of knowledge/ expertise/ connections of other staff.
• Be creative and mature with a “can do”, proactive attitude and an ability to continuously “scan” the environment, identifying and taking advantage of opportunities for improvement.
  
  

Job Requirements

• Three (3) or more years of experience in a fast-paced medical office setting (experience supporting a mental health program a plus)
• Associates degree/equivalent educational experience
• Excellent computer skills (i.e. Microsoft Word, Excel and, PowerPoint)
• Strong organizational skills
• Strong verbal and written communication skills
• Ability to prioritize projects and follow through
• Excellent time management skills
• Strong Interpersonal skills
• Ability to be a team player with a welcoming attitude
• Bilingual in Spanish/English a plus