Office Manager

Celebrating 50 years of excellence, New York Psychotherapy and Counseling Center (NYPCC) has been at the forefront of mental health and wellness; assisting children, families, and individuals with behavioral and emotional challenges at our five locations throughout the city.

NYPCC is the leading pioneer of community mental health services, serving over 15,000 clients per month. We run and operate the largest clinic in the State of New York and pride ourselves on innovation and “caring for the community” by providing in-person and telehealth services for our clients, while offering an unsurpassable and competitive compensation structure and benefits package to our team of dedicated employees.

NYPCC is certified by Mental Health America as a Platinum Bell Seal organization, the highest certification possible. NYPCC is proud of our ongoing commitment to employee mental health and well-being.

Why Work at NYPCC:

• We Pay Down Your Student Loans!
• Medical, Dental, and Vision Insurance is Paid for by NYPCC 100%
• Paid Time Off and Company Paid Holidays
• Annual Rate Increases
• 403B Retirement Plan with Match!
• Professional Development through NYPCC Academy
• Amazing Workplace Culture

The Office Manager provides direct supervision of competent support services including but not limited to all external and internal facility operational processes and systems. Oversees all Front Desk Receptionists, Case Management Team, Maintenance Team, and Security Personnel.

Responsibilities:

• Manage the reception area to ensure effective telephone and all internal/external communications both internally and externally to maintain a professional image
• Provide ongoing training and guidance to Front Desk Receptionists in their duties and responsibilities
• Responsible for quality assurance of office operations and frontline workflow processes inclusive but not limited to EHR check-in/out, scheduling and intake/referral functions
• Leads the coordination and management of Daily/Weekly tasks assignments for all Frontline staff
• Regularly conduct team huddles and staff meetings
• Conduct all forms of performance appraisals and evolutions to assess employee engagement and expectations
• Monitors the MetroCard distribution and reconciliation process
• Responsible for providing adequate staffing resources and coverage for all frontline and support services teams
• Initiate service requests for all facility maintenance and equipment needs
• Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities by maintenance staff
• Maintain room assignments, staff directory, and contact list
• Ensure that rooms and supplies are prepared in advance for newly hired staff
• Initiate purchase requests office supplies, furniture, and equipment for the entire program location
• Utilize provided resources to report and follow up on maintenance/facility requests
• Collect invoices from consultants and distribute payroll to program staff
• Obtain completed forms or letters by Psychiatrist / Psychiatric Nurse Practitioner as required
• Assist with using Video Telehealth Technology or Video Meeting Platforms
• Supervise the maintenance of office equipment, including but not limited to, PC and peripheral equipment, printers/scanners, copiers and fax machines
• Manage the dissemination of program reports and execution of reporting follow up assignments
• In conjunction with the Program Administrator, review and implement sound policies and procedures to ensure superior efficiency and client service excellence within all frontline operations
• Coordinate with the Case Management Department to ensure smooth and efficient flow of communication
• Assist with crisis intervention as needed
• Meet regularly with Program Administrator and Director of Support Services to discuss program operations
• Effectively coordinate all special events, employee wellness and engagement activities
• Perform other duties as assigned by Supervisor and Leadership

• High School Diploma or equivalent
• At least 5-years of experience in an Office Management position
• Able to effectively and professionally communicate in Spanish (both verbally and written)
• Demonstrated experience in team management and mentoring
• Exceptional leadership and management skills
• Excellent communication and organizational skills
• Outstanding customer service skills
• Effective decision-making skills
• Possesses great written and verbal communication skills and organizational skills
• Highly Proficient in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Maintains a positive attitude and is friendly, upbeat, and has a great “can do” personality
• Able to work well in a fast-paced environment
• Passionate about NYPCC’s mission and values

Direct Reports:

This position directly supervises all teams of Front Desk Receptionists, Maintenace and Security Personnel.

Salary: $100,000 - $115,000 annually

Compensation commensurate with experience and qualifications.

NYPCC is an Equal Opportunity Employer

All your information will be kept confidential according to EEO guidelines.