Office Manager - Northeast Philadelphia, PA - Helping Hands Family

TITLE: Operations Supervisor (Clinic Operations) 

LOCATION:   Assigned local clinic; this role does not have a hybrid component 

RELATIONSHIP: This position reports to the Clinical Director or Operations Manager  

The Operations Supervisor, a key player in our clinic's success, is entrusted with overseeing the daily operations. Their role is pivotal in ensuring that the planning, organization, scheduling, and workload of team members are effective and run smoothly, all with the ultimate goal of maintaining high levels of customer satisfaction. 

In addition, the Operations Supervisor coordinates department-level purchasing, maintains policies and procedures to ensure compliance with company standards, manages clinic operations without the Clinical Director, and provides support for daily clinic operations. Furthermore, the Operations Supervisor participates in requested performance management discussions with support from the Clinical Director and/or Lead BCBA. 

SPECIFIC RESPONSIBILITIES: 

• Operational Management and Staff Coordination: 

• • Supervise daily operations and coordinate staff schedules to ensure full coverage. 

  • Oversee in-clinic orientation, track progress, and provide support for new team members. 

• Customer and Client Service: 

• • Handle front desk activities such as greeting visitors, coordinating client and family interactions, and managing phone communications. 

  • Serve as the initial escalation point for client and family inquiries, assisting with complex cases as the Clinical Director recommends. 

• Scheduling and Resource Allocation: 

• • Collaborate with the centralized scheduling department to optimize client and staff schedules. 

  • Monitor and adjust daily schedules and resource allocations as needed. 

• Meeting and Workflow Coordination: 

• • Organize, schedule, and facilitate monthly team meetings. 

  • Coordinate with the Clinic Director on workflow or schedule adjustments and assist in implementing operational changes. 

• Team Member Administration: 

• • Manage attendance and ensure all times are recorded accurately. 

  • Participate in the onboarding and offboarding processes, including managing logistics and collecting devices from departing staff members. 

• Additional duties as assigned.  

Skills and Competencies: 

• Bachelor’s degree in healthcare, business administration, or other business-related field. 

• Three years of progressive leadership responsibilities with experience in a healthcare facility/clinic 

• Previous supervisory experience preferred in registration or clinic operations 

• Knowledge of basic customer service principles and practices

• Thorough knowledge of computer systems, including previous experience using a client or medical database

• Excellent verbal and written communication skills

• Knowledge of medical terminology

• Knowledge of, and/or ability to learn, ABA terminology

• Ability to deliver high level of customer service 

• Must be a team player and be able to communicate with individuals at all levels of the organization

• Strong organizational skills 

• Demonstratable time management skills 

• Pay rate $24-30/hr

This position necessitates the capacity to occasionally lift and transport items weighing up to 25 pounds, including, but not limited to, office supplies and small equipment. Despite its primarily sedentary nature, this role requires prolonged periods of standing. Additionally, the role entails frequent movement within the clinic environment, including the necessity to frequently rise from a seated position to fulfill job responsibilities effectively. 

Candidates must be comfortable working near young children, including potential bodily fluids, as this is an integral part of the role. Furthermore, the position involves exposure to a range of odors, fluctuating temperatures, and occasional loud noises from clients to meet the diverse needs of our clientele within the clinic setting. 

Personality: A successful Team Member will be… 

• Detail-oriented & highly organized 

• Communicative & collaborative 

• Committed to purposeful care

The Regional Director of Operations and the Clinic Director conduct the performance evaluation. 

About Helping Hands Family: 

Helping Hands Family (“HHF”) is an organization that provides Applied Behavior Analysis (ABA) therapy for children with Autism Spectrum Disorder (ASD). Our supportive, inclusive culture helps every individual reach their highest potential.