Office Manager

Job Description

Job Description

Description:

Nisma Therapy Services is an outpatient speech-language pathology and occupational therapy practice in Fairbanks, serving pediatric and adult patients across a growing caseload. We're building out our operational leadership team as the practice scales — and this role is central to that next chapter.

The Role

We're looking for an experienced, hands-on Office Manager to lead day-to-day operations at our Fairbanks clinic. You'll run the front office, own the schedule, supervise our two-person front-desk team, manage our building, and be the operational backbone that lets our clinicians focus on patient care.This is a full-scope leadership role with real ownership from day one — not an entry-level administrative position. It's also a broad one. On any given day you might resolve a scheduling conflict, walk the building for a safety check, coordinate a repair quote, and plan a staff appreciation event. If you like variety and ownership, this role has both.

What You'll Own

Front Office & Scheduling

• Supervise our front-desk team and daily coverage, and serve as the escalation point for patient issues
• Own the daily schedule — filling openings, handling same-day changes, and applying our provider-matching guidelines
• Manage the waitlist end to end: referrals filed correctly, clients contacted promptly, triage with clinical staff as needed
• Oversee new-patient intake, insurance verification, and demographic accuracy

Revenue-Cycle Support

• Own the pre-authorization process, including tracking approvals and renewals before they lapse
• Manage patient financial agreements and time-of-service collections

Team Support & HR Logistics

• Coordinate onboarding and offboarding for all new hires, clinical and non-clinical — equipment, logins, and orientation
• Run our regular staff meetings, from agenda through follow-through on action items
• Track staff trainings, compliance requirements, and license/CEU renewals until they're closed out
• Oversee the timeclock day to day, flagging missed punches and overtime before they reach payroll
• Maintain employee files, admin-staff PTO and coverage, and the paperwork side of non-clinical performance reviews
• Be the first point of contact for day-to-day staff questions, and keep morale and appreciation on the calendar

Facilities & Building Operations

• Own facility maintenance as an ongoing, tracked responsibility, and coordinate outside contractors — snow removal, cleaning, lawn care, and project work
• Drive deferred-maintenance items from vendor outreach through quotes and a recommendation
• Manage building access and the security system, including alarm response, and hold weather/emergency closure authority under our existing policy
• Own therapy room configuration, equipment rearrangement, and our equipment sanitization and rotation program
• Handle basic IT support, office mail, invoices and payments, workspace assignments, and vendor and software renewals

Safety, Policy & Compliance (Non-Clinical)

• Own OSHA workplace safety compliance and day-to-day HIPAA physical safeguards
• Enforce non-clinical facility standards, including food safety and therapy-space presentability
• Support development and maintenance of non-clinical office policies

Budget, Community & Outreach

• Participate in annual budget-setting for your areas and manage day-to-day department budgets, tracking spend and flagging overages
• Organize community events end to end and own our monthly activities calendar
• Maintain administrative-level relationships with our referral sources
• Manage the practice's online presence, including website listings and social media

 

What Success Looks Like

In your first 90 days, you'll take over front-desk supervision and daily scheduling, get fully up to speed on our systems and facility, and become the go-to person for day-to-day operational questions. From there the role grows — more ownership over scheduling policy, team support, facilities projects, and community coordination as you settle in.

Compensation & Benefits

$70,000–$75,000 annually, based on experience. Full-time, onsite in Fairbanks, Alaska.
Our benefits include:

• Benefits Package
• PTO and Holiday Pay
• 401K Matching
• Continuing education / professional development support
• Flexible Scheduling – Work-life balance that fits your lifestyle
• Fun & Supportive Work Environment – Be part of a team that values collaboration and growth
• Competitive Pay – We offer a highly competitive salary based on experience and qualifications
• Supportive & Collaborative Team Environment
• Opportunities to Work with Diverse Clients (Pediatrics to Adults)
• Growth Opportunities Within the Company
• Fun & Family-Oriented Workplace Culture
• Professional Development Support
• How to Apply

Send your resume and a short note about why this role interests you to View email address on us.fitly.work. We review applications as they come in and will reach out to schedule a conversation.

Equal Opportunity Nisma Therapy Services is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by federal, state, or local law. We are committed to providing reasonable accommodation to applicants and employees with disabilities — if you need an accommodation at any point in the process, let us know. 

Requirements:

  What We're Looking For

• 2+ years of office management or supervisory experience, ideally in a healthcare, clinical, or medical/dental setting
• A true generalist — equally comfortable with patient-facing issues, basic IT troubleshooting, HR logistics, facilities and vendor coordination, and budget tracking
• Comfort owning a complex daily schedule and making real-time judgment calls
• Experience with EMR/scheduling systems (Prompt a plus, not required)
• Strong organizational skills and a calm, solutions-first approach under pressure
• Supervisory or team-lead experience preferred
• High school diploma required; Associate's or Bachelor's degree a plus
• Able to lift up to 50 lbs and move throughout the building regularly, given the facilities and equipment components of this role