Hope Center

Office Manager/Clinic Manager

*Please note, this position is part-time (about 30 hours/week) and 100% in-person.*

TASKS

• Manage all clinic scheduling for patient visits to the Hope Center
• Receive and screen calls from patients and visitors on main telephone line to clinic and take appropriate actions, including responding to patient inquiries and emergency needs.
• Maintain accurate and current Clinician Contact List with weekly distribution to all parties.
• Provide administrative support to the Hope Center clinical staff (assemble new patient packets, mail documents, update staff phone lists, prepare fed-ex air bills and deposit fed- ex packages for pick up, handle telecommunication, key requests, business cards, lab coat requests).
• Manage contracts for lab including pest control/shredding/cleaning/courier services and process purchase requests in POTS system including invoices.
• Manage medical supply inventory and utilize purchase tracking systems to log in, monitor issues with purchases, and track items daily as needed.
• Coordinate meeting logistics for clinic team; scheduling rooms and ensuring rooms are ready for use, telecommunications equipment, and other administrative matters.
• Gather background material on callers, collaborators from a variety of sources
• Take meeting minutes and prepare agendas, reports and other necessary materials for meetings.
• Provide staff with quarterly updates on new NIH policies and procedures concerning general administration, organization, procurement, personnel, etc.
• Perform accurate distribution and triage of Hope Center mail for clinical staff. Pick mail up from central mail stop and distribute to Hope Center staff.
• Liaise with Hope Clinic PI/PA/AO/SDB representatives regarding all clinic needs

DELIVERABLES

• Work products and documents related to administrative and clinical tasks including creating weekly schedule of patients, gathering background material on callers, collaborators from a variety of sources; utilizing clinic/office filing system, performing accurate distribution and triage of Hope Center mail and deliveries for the clinic; triaging main telephone line; submitting invoices into POTS to reconcile purchases, maintaining accurate and current staff lists/phone lists.
• Work products and documents related to administrative tasks including mailing documents; assembling new patient packets, updating staff phone lists; preparing fed-ex air bills and depositing fed-ex packages for pick up; handling telecommunication, key requests, business cards, lab coat requests; coordinating meeting logistics; scheduling meetings.
• Computer generated tasks including establishing a supply list and utilize purchase tracking systems to log in, monitor issues with purchases, and track items daily as needed.

HOW TO APPLY

Candidates are required to submit a current resume.

We strongly encourage applications from Black, Indigenous, and People of Color (BIPOC), people who identify as LGBTQIA+ and non-binary, people living with disabilities, and people from marginalized communities. We are happy to talk further about steps we’ve taken to integrate Equity, Diversity, and Inclusion values into our workplace.

Job Types: Part-time, Contract

Schedule:

• 4 hour shift
• Day shift

Work Location: One location

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