Office Manager

Description The Office Manager plays a central role in supporting the daily operations of Wildwood Recovery Center and ensuring an organized, welcoming, and compliant environment for clients, staff, and visitors. This position oversees front-office operations, manages client administrative processes, and supports program structure and accountability. Responsibilities include assisting clients with insurance and financial documentation, monitoring client phase progression, tracking behavioral or participation contracts, and ensuring adherence to program expectations and policies. The ideal candidate is organized, professional, approachable, and able to manage a variety of administrative responsibilities with compassion and confidentiality which supports both the business operations and the mission of helping individuals in recovery. Key Responsibilities 1. Administrative Operations & Office Management Oversee daily administrative operations of the facility to ensure efficient office workflow and support for program staff. Manage front office functions including reception, phones, mail distribution, filing systems, and office organization. Maintain office supplies, equipment, and administrative resources required for facility operations. Coordinate scheduling and administrative support for leadership meetings, facility events, and staff meetings. Assist leadership with general administrative tasks, correspondence, and documentation preparation. 2. Admissions & Client Administrative Support Provide administrative support to the admissions process including receiving referral information, collecting required documentation, and coordinating intake paperwork. Ensure required admission forms, releases, and administrative documentation are completed and properly filed. Maintain organized client administrative records in accordance with facility policies. Assist with discharge paperwork and record management when clients complete treatment or leave the program. Support coordination between admissions, clinical staff, and external referral sources as needed. 3. Client Records Management & EMR Oversight Maintain and organize client administrative records within the facility’s electronic medical record (EMR) system. Ensure required administrative documents and releases are uploaded and maintained within client records. Track and monitor key client administrative timelines including review dates, step-down recommendations, and discharge planning milestones. Maintain accurate bed charts and census tracking to ensure appropriate bed assignments and occupancy awareness. Assist leadership and clinical staff with maintaining accurate client census records and administrative tracking tools. 4. Documentation Management, Communication & Regulatory Compliance Maintain accurate administrative records and filing systems in accordance with DBHDS, Medicaid, HIPAA, and Joint Commission standards. Assist with preparation of documentation for audits, inspections, licensing reviews, and accreditation visits. Monitor required administrative logs and documentation to ensure completeness and proper record retention. Maintain strict confidentiality of client information and ensure all administrative practices follow privacy regulations. Our Mission Helping people overcome addiction so each person thrives and builds a healthier, more meaningful life. Our Values THRIVES reflects the core values that guide how we serve our clients, support our staff, and shape our culture and standards of care. Trust : We do what we say. Consistency builds trust. Hospitality : We treat everyone with dignity and respect. Responsibility : We own our work and follow through - and we don’t make excuses. Integrity : We do the right thing, always. Value-Driven Care : We deliver care that truly makes a difference. Excellence : We strive to improve every day and we don’t cut corners. Safety : We maintain a structured, high quality environment that prioritizes the safety and support of both clients and staff. Why Work at Wildwood Recovery Center? Be part of a supportive team that helps individuals on their journey to recovery and wellness. We offer flexible scheduling from some positions and a supportive environment that values the well-being of our employees. We are committed to fostering personal and professional growth within our team. Wildwood Recovery Center creates opportunities for employees to take on new responsibilities and grow within the recovery community. Wildwood Recovery Center recognizes that relevant experience may substitute for formal education requirements when not required by regulation and/or credentialing. What You Can Expect from Us At Wildwood Recovery Center, our THRIVES values guide how we support our team and operate every day. We are committed to: Providing the tools, training, and leadership support you need to succeed and grow in your role. Operating a reliable, well-structured program that promotes quality care, stability, and long-term success. Recognizing and rewarding meaningful contributions while prioritizing internal advancement based on merit and performance. Maintaining open communication and a respectful, psychologically safe workplace grounded in trust, excellence, accountability, compassion, hospitality, and safety. What We Expect from You As an employee at Wildwood Recovery Center, you are expected to: Execute your responsibilities accurately, efficiently, and with a strong sense of ownership. Collaborate professionally with colleagues and leadership to strengthen team performance and culture. Treat clients, families, and team members with dignity, respect, and professionalism at all times. Actively support a safe, structured, recovery-focused environment where both clients and staff can thrive. About Wildwood Recovery Center Wildwood Recovery Center is a compassionate, client-centered treatment facility located in Clintwood, Virginia that is dedicated to helping individuals reclaim their lives from substance use and co-occurring mental health disorders. We believe that recovery is possible for everyone and are committed to providing evidence-based care, education, and peer-driven support in a safe and nurturing environment. Our multidisciplinary team works collaboratively to foster healing, growth, and long-term wellness through personalized treatment and community connection. Requirements Education and Experience High school diploma or equivalent required. At least 2-3 years of experience in office management, preferably in a healthcare or outpatient treatment setting. Associate’s or Bachelor’s degree in human services, psychology, social work, or a related field preferred. Familiarity with insurance verification, billing, and coding, preferably in the behavioral health or addiction treatment field. Must be at least 18 years of age. A valid Virginia driver’s license with a clean driving record (for client transport duties) preferred. Reliable transportation to and from the facility. Must be able to pass a state and federal background check and drug screening per Virginia Department of Behavioral Health and Developmental Services (DBHDS) regulations. CPR, First Aid, and CPI (Crisis Prevention/Intervention) certification preferred or willingness to obtain within 30 days of hire. Knowledge of ASAM 3.5, 3.1, 2.5 standards, Virginia Medicaid service requirements, and residential SUD programming preferred. Skills and Abilities Needed for Success Strong organizational and time management skills. Ability to manage client records within an electronic medical record (EMR) system. Experience tracking client census, bed assignments, review dates, and step-down timelines. Strong attention to detail when handling documentation and administrative records. Effective verbal and written communication skills. Ability to coordinate information between departments including admissions, clinical, and residential teams. Working knowledge of HIPAA, confidentiality standards, and healthcare documentation practices. Proficiency with standard office software and administrative systems. Ability to work in a fast-paced behavioral health environment while maintaining professionalism and confidentiality. #J-18808-Ljbffr