Academy Office Manager

Holy Angels Residential Facility

Job Description

We are Growing and adding a new position for a Office Manager in our Academy!

Full Time, M-F, 6:45am- 3:30 pm, 40 hours per week

Starting Rate: $ Salary Depending on Experience

Benefits: Fulltime Eligible Staff

403b retirement with Match
Health
Dental
Vision
Life
Short Term Disability
Long Term Disability
Accident
Critical Illness
Paid Time Off
Holiday Pay
Employee Referral Bonus
Wellness Center Free Membership

Job Summary:

Holy Angels is in search of a full-time Office Manager for Holy Angels Academy . The Office Manager will assist the Director of Educational Services and the Director of Clinical Services in the day-to-day office management of the Academy. The ideal candidate will have leadership skills in the day-to-day operations in a clinic/school setting including but not limited to, daily operations, credentialing, billing, insurance verifications, admissions, and previous staff management experience.

Specific Skills and Responsibilities:

Operations & Clinic Management

Lead daily office operations across multiple clinic locations, ensuring efficient workflows, appropriate staffing coverage, and exceptional service delivery.
Manage schedule rotations and day-of staffing adjustments to maintain adequate coverage and operational efficiency.
Oversee administrative and support operations, including file management, records maintenance, and departmental workflow coordination.
Manage supply inventory, monitor stock levels, and ensure resources are available to support clinic operations.
Collaborate with executive leadership on strategic planning, compliance initiatives, clinic operations, customer service, and organizational growth.

Staff Leadership & Development

Direct, mentor, and hold staff accountable for performance, scheduling, onboarding, training compliance, and professional development.
Coordinate background checks with BACB and facilitate onboarding activities.
Manage employee schedules, time-off requests, and staffing assignments.
Monitor required training and compliance programs, including Relias and other organizational education requirements.
Conduct performance-related oversight and ensure accountability for operational standards and workplace expectations.

Enrollment, Admissions & Family Support

Coordinate enrollment and admissions processes, including follow-up with prospective families after initial contact.
Maintain regular communication with families regarding enrollment status and program requirements.
Track and collect intake documentation, insurance information, evaluations, and other required records.
Issue reminders for missing paperwork and ensure required documentation is received and maintained.

Credentialing, Compliance & Quality Assurance

Oversee provider credentialing and compliance activities, including management of credentialing processes for large provider networks.
Ensure compliance with all regulatory, accreditation, and educational requirements.
Maintain survey readiness, documentation standards, and audit preparedness.
Conduct internal audits and quality assurance reviews to ensure compliance and operational excellence.
Champion continuous process improvement efforts that increase efficiency, standardize procedures, and strengthen service quality.

Authorizations, Billing & Financial Management

Manage insurance verification, authorizations, reauthorizations, and revenue cycle activities.
Submit Verification of Benefits (VOB) requests and authorization documentation.
Maintain authorization records and track upcoming renewal requirements.
Improve billing, insurance, and reimbursement processes to optimize financial performance.
Support budget development, purchasing oversight, and financial stewardship to ensure responsible resource utilization.

Records Management & Documentation

Maintain accurate patient, client, and student records in accordance with regulatory requirements and confidentiality standards.
Track attendance, investigate unexplained absences, and prepare attendance verification documentation.
Organize and maintain annual compliance paperwork and required records.
Process record requests and ensure appropriate release of information procedures are followed.
Maintain current records related to permissions, medications, services, and other required documentation.

Technology & Process Improvement

Lead technology and operational improvements, including electronic health record implementation and workflow optimization.
Support reporting systems, data management, and process standardization initiatives.
Monitor productivity and operational metrics to identify opportunities for improvement.
Implement innovative solutions that enhance efficiency, customer service, and overall clinic performance.

Customer Service & Family Experience

Strengthen patient, client, and family experiences through proactive communication and service excellence.
Resolve operational concerns and support high-quality customer service standards.
Foster positive relationships with patients, families, providers, staff, and community stakeholders.
Promote a culture of accountability, responsiveness, and continuous improvement.

Qualifications:

Minimum 7-10 years’ experience staff management required
Must maintain a current and valid driver’s license

Education:

High School Diploma or GED Required
Bachelors in business related filed preferred

Work Environment:

Must be able to work with individuals with developmental disabilities

Physical Demands:

Walk, stand, sit, push, pull, stoop, kneel, crouch, reach, use hands and lift up to 50lbs, 2/3’s of the time

Requirements:

Drug Screen
Criminal Background Check
Driver’s License Check

Apply

Vacancy posted 2 days ago

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