Office Manager

Riverstone has been providing services to older adults in Northern Manhattan since 1985 with a commitment to help older adults to remain active and living safely in their home and community for as long as they choose. Many of the older adults who seek support at Riverstone live below the poverty line and have limited or no proficiency in English. Our bilingual staff are culturally and linguistically experienced in providing highly competent and compassionate service. The organization operates one older adult center, a comprehensive social services division, and a Memory Center - a social adult day program for individuals of any age with memory loss due to Alzheimer’s or other forms of dementia.

The Office Manager oversees the day-to-day administrative and operational functions of the Memory Center and serves as a key point of contact for participants, caregivers, staff, vendors, and community partners. This position supports office operations, participant records, attendance tracking, transportation coordination, billing support, data management, and program activities to ensure the efficient delivery of services.

Qualifications

• Bachelor's degree in Human Services, Business Administration, Public Administration, Healthcare Administration, Nonprofit Management, Social Work, or a related field required
• Minimum of 2 plus years of experience in office management, nonprofit administration, healthcare administration, human services, or a related field
• Preferred experience in maintaining participant records, attendance systems, transportation coordination, MLTC authorizations, billing support, and data entry
• Proficiency in Microsoft Office Suite and Google Workspace/Google Drive
• A quick learner with strong organizational, communication, customer service, and problem-solving skills
• Ability to manage multiple priorities while maintaining accuracy and attention to detail
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information
• Ability to work independently and collaboratively in a fast-paced environment
• Ability to lift, carry, push, and/or move up to 20 pounds and perform routine office tasks requiring standing, walking, bending, reaching, and prolonged computer use
• Experience working with older adults, caregivers, or community-based programs preferred
• Bilingual English/Spanish Required

Key Responsibilities:

Office Administration

• Manage daily office operations, including phones, correspondence, scheduling, filing systems, and office supplies
• Serve as the primary administrative contact for participants, caregivers, staff, and visitors
• Support Assistant Director in coordinating meetings, maintaining calendars, and providing general administrative support
• Maintain and reconcile office petty cash in accordance with agency procedures
• Prepare, copy, scan, fax, file, and distribute documents as needed
• Ensure office equipment is operational and coordinate service requests when necessary
• Other tasks as assigned by supervisor

Participant Records & Data Management

• Maintain accurate and confidential participant records and databases
• Create new participant files and update existing files to ensure documentation is complete and current
• Ensure participant records contain required documentation, including authorizations, assessments, emergency contacts, and other program-related forms
• Perform data entry and generate reports as needed

Attendance, Billing & Authorizations

• Track and maintain accurate participant attendance records
• Verify and monitor MLTC authorizations and reauthorizations as needed per MLTC regulations
• Assist the Billing Coordinator and Fiscal Manager with attendance reconciliation, billing preparation, payment tracking, and account documentation
• Maintain records related to participant authorizations, attendance, and billing requirements
• Prepare attendance and utilization reports as needed

Transportation Coordination

• Coordinate participant transportation schedules and communicate with transportation providers, caregivers, and staff regarding changes and updates
• Maintain transportation logs and related records
• Assist in resolving transportation-related concerns and scheduling issues

Program & Participant Support

• Assist with participant enrollment, intake, and orientation processes
• Support program activities, special events, workshops, and participant engagement initiatives as needed
• Provide excellent customer service and maintain positive relationships with participants and caregivers

Compliance & Operations Support

• Maintain organized administrative and participant records in accordance with agency policies and procedures
• Assist with audits, record reviews, and compliance monitoring activities
• Ensure confidentiality of participant and organizational information
• Perform other duties as assigned to support organizational operations and program effectiveness