Office Manager

Office Manager Job Description

Position Summary

The Office Manager oversees daily operations of the medical office, ensuring organizational efficiency, regulatory compliance, and a positive, inclusive environment for staff and clients. This role manages office systems, supervises administrative personnel, coordinates workflow, and supports key operational areas including payroll, human resources, facilities oversight, grant administration, quality management, 340B Management, and compliance. The Office Manager contributes to organizational planning, team development, and community engagement, including representation in HIV/AIDS service settings.

Minimum Qualifications

• Bachelor’s degree in Business Administration, Healthcare Administration, or related field;
  OR a minimum of four (4) years of applicable medical office work experience.


• Understanding of payroll procedures and relevant HR laws.


• Ability to read, analyze, and interpret policies, procedures, and legal requirements.


• Demonstrated confidentiality and strict adherence to HIPAA privacy and security requirements.


• Demonstrated diversity sensitivity and ability to work effectively with individuals of varied backgrounds.


• Proven computer/technical literacy, including proficiency in Microsoft Office.


• Effective verbal and written communication skills.


• Strong organizational and planning abilities.

Preferred Qualifications

• Prior supervisory experience in a healthcare or medical office setting.


• Knowledge of medical billing, insurance processes, and EHR systems.


• Knowledge of grant writing and associated compliance requirements.


• Knowledge of 340B and compliance requirements.


• Familiarity with HIV/AIDS services, Ryan White programs, HOPWA, and 340B pharmacy programs.


• Experience supporting HR processes such as onboarding, performance documentation, and policy administration.


• Understanding of healthcare regulatory standards and compliance frameworks.


• Skills in workflow optimization, data reporting, and project coordination.

Supervisory Reporting Structure

• Reports to: Executive Director


• Supervises: Case management staff, front office staff, Development staff, and additional support personnel as assigned.

Scope of Work

Office Operations & Staff Management

• Ensure efficient and effective daily office operations, delegating tasks as appropriate.


• Oversee and/or conduct staff hiring, onboarding, training, and offboarding.


• Manage staff effectively using team‑teambuilding and communication techniques.


• Participate in and contribute to staff meetings, Board of Director meetings, and office meetings.


• Coordinate semi‑annual staff assessments with the Executive Director.


• Maintain accurate and organized personnel files, job descriptions, job postings, and new‑hire documentation.


• Cross‑train in additional operational tasks as determined by the Supervisor.

Facilities & Safety

• Manage and schedule building maintenance, repairs, and inspections to ensure regulatory and safety compliance.


• Manage alarm systems and maintain distribution/documentation of keys, fobs, computers, and other equipment.


• Monitor and maintain facility licenses, ensuring timely renewals.

Compliance & Regulatory Oversight

Assure compliance with all applicable state and federal regulations, including:

• Medical facility licensing


• Provider licensing requirements


• HRSA


• ADHS


• Ryan White Program requirements


• HOPWA


• 340B


• and other regulatory bodies as appropriate

Additional Duties:

• Track deadlines for compliance submissions, renewals, and required documentation.


• Gather necessary documentation for licensing, compliance audits, and renewals.


• Assist with maintaining up‑to‑date organizational records.


• Support successful completion of audits as assigned.

Grant & Program Administration

• Assist with administrative grant‑related tasks, including scheduling, communication, and filing.


• Maintain documentation, receipts, and data needed for reimbursement requests.


• Maintain internal budget spreadsheets or tracking tools as directed.


• Assist with ADHS, Ryan White Part B, 340B, Accounting, and other agency audits.


• Prepare monthly billing packets, including invoices, expenditure reports, receipts, logs, and supporting documentation.


• Enter required data into systems such as:
  
  
  
  • HRSA
  
  
  • CAREWare
  
  
  • Practice Fusion
  
  


• Maintain internal tracking systems to ensure billing aligns with grant budgets.


• Organize records, files, binders, and digital documentation needed for audits and site visits.


• Track deadlines for narrative, financial, and data deliverables.


• Prepare first drafts of routine reports or data summaries.


• Monitor incoming data to ensure program deliverables are being met.

Quality Management & Organizational Support

• Collaborate with the Clinical staff and Executive Director to oversee, evaluate, and participate in quality management initiatives.


• Contribute to team cohesion through communication, proactive updates, and shared task accomplishment.


• Represent the organization in the community, with partner agencies, and at local, state, and national levels.


• Advocate for HIV/AIDS care, prevention, and education in the communities served.


• Other duties as assigned.

Physical Requirements

• Sitting, standing, and walking throughout the day for short to moderate periods.


• Driving distances of up to 4 hours for meetings or site visits.


• Travel to state and national conferences and trainings as required.


• Regular use of office equipment such as computers, phones, printers, and copiers.


• Occasional lifting of 10–50 pounds.