OFFICE MANAGER

Office Manager

Full-Time | Trenton, NJ | $49,500 | Multi-Site Support | Career Growth

Looking for More Than Just a Job?

At IRON Recovery and Wellness Center, we're building a team of compassionate professionals dedicated to supporting individuals and families on their journey toward recovery and improved wellness.

We are seeking a highly organized and dependable Office Manager to support the effective day-to-day administrative and operational functions of our New Jersey Substance Use Disorder (SUD) treatment services, including our Opioid Treatment Program (OTP).

This position serves as an important administrative resource for program leadership, clinical and medical staff, support personnel, and clients. You'll help ensure our programs remain organized, responsive, compliant, and focused on quality client care.

The primary work location will be Trenton, with support for our Toms River location, including an anticipated on-site presence in Toms River of no more than one day per week based on operational needs.

Why Join Our Team?

Meaningful Work & Professional Growth

• Support programs that help individuals overcome substance use challenges.
• Work alongside clinical, medical, nursing, and administrative professionals.
• Gain valuable experience in behavioral health and SUD treatment.
• Support an Opioid Treatment Program and multidisciplinary care environment.
• Professional development and training opportunities.
• Opportunity to contribute to program growth and operational improvement.
• Collaborative and mission-driven work environment.

Professional Growth & Development

In this role, you'll have opportunities to:

• Develop your healthcare and behavioral health administrative skills.
• Gain experience with electronic health records and healthcare operations.
• Learn about SUD and OTP program operations.
• Support licensing, accreditation, quality, and regulatory processes.
• Work collaboratively across multiple program locations.
• Build experience in insurance, authorization, billing, and revenue-cycle processes.

Meaningful Work That Matters

Your work behind the scenes helps ensure clients receive the services and support they need.

You'll help:

• Create a welcoming and professional client experience.
• Reduce administrative barriers to treatment.
• Support timely admissions, scheduling, and referrals.
• Keep important records and documentation accurate and organized.
• Support clinical and medical teams so they can focus on client care.
• Help maintain compliant and efficient treatment operations.

What You'll Do

As an Office Manager, you'll oversee and support a wide range of administrative and operational activities across the Trenton and Toms River SUD treatment locations.

Program & Office Operations

Your responsibilities include:

• Coordinate day-to-day administrative operations at the Trenton and Toms River locations.
• Serve as a central point of contact among program leadership, clinical and medical staff, administrative personnel, clients, and other departments.
• Assist leadership with efficient workflows, staff coverage, and communication across locations.
• Coordinate office supplies, equipment, facility needs, vendors, invoices, mail, deposits, and routine administrative functions.
• Assist with staff schedules, meetings, training, onboarding, orientation, and administrative coverage.
• Support current and future program development and business needs.

Client Access & Scheduling

• Support client intake, registration, scheduling, referrals, admissions, transfers, and discharges.
• Assist with insurance eligibility verification and other payer-related administrative requirements.
• Monitor appointment schedules and help resolve scheduling, registration, authorization, and insurance barriers.
• Ensure required intake and administrative documentation is completed and entered into the electronic health record.
• Promote a professional, respectful, confidential, and client-centered environment.
• Perform additional duties as requested by the Executive Director.

Opioid Treatment Program Support

• Provide administrative and operational support for the Opioid Treatment Program.
• Coordinate with OTP leadership, medical, nursing, counseling, and administrative staff.
• Support scheduling and coordination among medical, nursing, counseling, and administrative functions.
• Assist with maintaining required records, logs, personnel documentation, and administrative files.
• Support preparation for licensing, accreditation, regulatory reviews, audits, and inspections.
• Promptly communicate operational, documentation, scheduling, or compliance concerns to program leadership.

Electronic Health Records & Documentation

• Provide administrative support to staff using the organization's designated electronic health record.
• Assist with EHR questions and Help Desk requests within the scope of the position.
• Monitor administrative documentation for completeness and timeliness.
• Scan, upload, organize, and maintain program documentation.
• Support records-retention processes as required.
• Assist leadership with internal documentation and quality audits.
• Maintain confidentiality of client information in accordance with HIPAA, 42 CFR Part 2, organizational policies, and applicable regulations.

Billing & Revenue Cycle Support

• Collaborate with Revenue Cycle staff to identify and address insurance, authorization, registration, and claims-related issues.
• Assist with insurance eligibility verification.
• Collect information necessary to support accurate billing.
• Ensure demographic, insurance, and other administrative information is accurate and current.
• Support processes designed to reduce preventable claim denials and administrative barriers to reimbursement.

Compliance & Quality Support

• Assist leadership with administrative systems required for New Jersey licensing, OTP requirements, accreditation, payer requirements, and organizational compliance.
• Assist with internal audits and corrective-action activities.
• Support regulatory surveys, licensing inspections, accreditation reviews, and payer audits.
• Assist with maintaining personnel and credentialing documentation.
• Follow all organizational policies and procedures related to confidentiality, HIPAA, 42 CFR Part 2, workplace safety, security, and professional conduct.

Multi-Site Responsibilities

• Maintain a regular on-site presence at the Trenton location as the primary worksite.
• Ideally work approximately one day per week at the Toms River location.
• Promote consistent administrative procedures and workflows across both locations.
• Maintain regular communication with leadership and staff at both sites.
• Assist with resolving operational issues affecting either location.
• Travel between locations and to other business-related destinations as needed.

Who We're Looking For

You may be a great fit if you are:

Organized Dependable Professional Detail-Oriented Customer-Service Focused A Strong Communicator Team-Oriented Adaptable Confidential & Trustworthy Committed to Supporting Quality Client Care

Qualifications

Required Qualifications

• High school diploma or equivalent.
• Prior administrative, office management, healthcare, behavioral health, or human services experience.
• Strong organizational and time-management skills.
• Ability to manage responsibilities across multiple program locations.
• Strong computer skills and ability to learn and effectively use electronic health record and business software.
• Excellent written and verbal communication skills.
• Professional interpersonal skills.
• Ability to appropriately handle confidential and sensitive information.
• Ability to work effectively as part of a multidisciplinary team.
• Valid driver's license and reliable transportation for travel between Trenton, Toms River, and other business-related locations.

Preferred Qualifications

• Associate's or Bachelor's degree in healthcare administration, business administration, human services, behavioral health, or a related field.