Office Manager-Operations & Security

Job Description

Job Description

The DuPont Clinic is a reproductive healthcare clinic focused on all-trimester abortion care and ultrasound-guided procedures. We are dedicated to serving individuals with complex medical needs, high-risk pregnancies, and those who may face barriers to accessing exceptional healthcare. Our commitment lies in providing the highest caliber of medical care in a discreet and personalized environment, meticulously tailored to the unique needs of each individual. The DuPont Clinic is committed to creating an inclusive environment where individuals from all backgrounds feel comfortable. 

This role is the operational backbone of our clinic managing back of clinic logistics and vendor coordination to financial administration and physical security. 

Essential Duties: 

Office & Clinic Operations

• Serve as the primary point of contact for facilities-related vendors and service providers in collaboration with other departments. 
• Coordinate routine maintenance requests and escalate facility issues as needed
• Maintaining care of the physical space
• Order office supplies, lunch, and grocery items, maintaining appropriate inventory levels. 
• Receive, sort, scan, and distribute incoming mail; manage outbound correspondence
• Other tasks as assigned

Security & Facility Safety

• Manage revision and implementation of all clinic security and safety protocols in coordination with other departments
• Manage and audit physical and electronic access controls, including keys and fobs/cards, for all staff and entry points
• Manage and maintain the physical environment and appearance of the clinic including lighting, HVAC, electrical, plumbing systems
• Conduct safety walkthroughs, maintain incident logs, and coordinate with law enforcement or security vendors.
• Manage emergency protocols, staff safety training, and exterior threat monitoring.
• Manage, monitor and maintain security camera systems
• Monitor the exterior environment including activity in front of building; coordinate with NAF Security, building security staff, or law enforcement when protest activity or external threats are present
• Serve as a calm, grounding presence for staff and patients during any security related situation; escalate and communicate clearly without causing alarm
• Oversee cleaning staff and plant management

Financial & Accounting Support 

• Prepare and execute bank deposits (checks and cash); ensure accurate deposit records
• Transmit deposit details to TierOne in a timely manner following each deposit
• Forward incoming bills and invoices to Dext for processing
• Apply payments once invoices are confirmed as paid
• Send weekly financial and operations reports to TierOne
• Assist TierOne with locating invoices, receipts, and supporting documents; respond to accounting related inquiries

Administrative Support:

• Maintain organized digital and physical filing systems
• Support onboarding logistics, including access setup and supply provisioning for new staff
• Assist leadership with scheduling, vendor communications, and special projects as needed
• Track and renew vendor contracts and other time-sensitive documents

Qualifications: 

• Required Experience:
  • High school diploma or GED required; Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or a related field preferred
  • 1+ years of experience in office management, operations, or administrative coordination
  • Experience handling cash, checks, and bank deposits with degree of accuracy and integrity
  • Proficiency with Google Workspace; comfort with digital filing and scanning tools 
• Preferred:
  • Prior experience in a clinic, healthcare, or other regulated environment
  • Experience working with external accounting or bookkeeping partners
  • Familiarity with document management tools such as Dext
  • Experience with facilities coordination or vendor management
    

Working Conditions: 

• Based in DC metropolitan area within 30 minutes of the clinic 
• This position is a fully on-site, in-person role; remote work is not available. Standard clinic hours, Monday through Friday; occasional schedule flexibility may be required to support clinic operations
• Frequent standing, walking, and light lifting (up to 50 lbs) required including restocking supplies, managing mail, and facilities tasks
• Regular movement throughout the clinic and occasional offsite errands (bank deposits, supply pickup)
• Work environment is an active clinical setting; may be exposed to moderate noise levels and a steady flow of staff and patients
• Adherence to all clinic safety, confidentiality, and HIPAA protocols is required

Benefits: 

• Medical Insurance
  
• Dental Insurance
• 401k with a 3% company contribution starting after 6 months
• Periodic bonuses
  
• Paid time off and 10 paid holidays.
• DuPont also provides non-licensed staff with $500 of professional development funds as well as the opportunity to attend events and conferences if the employee is in good standing.

Please do not call for updates as our amazing staff are busy caring for our patients. For updates on your application please email View email address on us.fitly.work.