Manager of Office Operations at TriCity Family Serivces

Geneva, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Oct, 26

Salary

0.0

Posted On

16 Jul, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Staff Supervision, Facility Management, EMR Systems, Budgeting, Regulatory Compliance, IT Coordination, Accreditation Management, Project Management, Data Management, Recruitment, Workflow Coordination

Industry

Mental Health Care

Description

Description We are seeking an experienced, organized, and collaborative Manager of Office Operations to oversee the administrative and operational functions of our growing mental health agency. This leadership role is responsible for ensuring efficient day-to-day office operations, managing facilities and technology systems, supervising administrative staff, supporting accreditation efforts, and maintaining high standards of organizational effectiveness. The ideal candidate is a proactive problem-solver with strong leadership skills, experience managing office operations, and a commitment to supporting a mission-driven organization. Responsibilities Include: Effectively coordinates the workflow between administrative, clinical, and secretarial staff to ensure smooth operations and organizational efficiency. Leads the recruitment, hiring, training, and supervision of reception staff, medical assistants, and secretarial positions to maintain high operational standards. Oversees the day-to-day operation and maintenance of the agency. Management Information System and Electronic Medical Records (EMR) systems, ensuring accurate data management and reporting. Manages and fulfills statistical reporting needs for both internal agency requirements and external funding sources, ensuring regulatory compliance. Monitors the agency’s facility needs, conducts routine safety inspections, and coordinates necessary maintenance and repairs to ensure a safe and functional environment. Oversees facility-related projects at both agency locations, including obtaining bids, managing contractors, and ensuring projects are completed on time and within budget. Manages all facility-related contracts, ensuring competitive pricing and cost-effective solutions through regular contract reviews and new bid solicitations. Serves as the primary point of contact for all IT-related issues, collaborating with the contracted IT company to resolve technical issues and ensure seamless office operations. Monitors accrediting agency websites for updates on standards and informs relevant staff of any changes. Serves as the Site Coordinator for the agency’s re-accreditation process, including leading the self-study efforts every four (4) years. Facilitates regular meetings with clerical staff to ensure alignment on office operations and ongoing improvement of administrative processes. Oversees the agency computerized filing system, ensuring both clinical and administrative records are maintained accurately and in compliance with agency standards. Responsible for the ordering, maintenance, and inventory of office supplies and equipment to support office functions. Provides training for new staff on agency systems, including email, Management Information System, and telephone systems, to ensure proficiency and compliance with office protocols. Oversees the management and maintenance of the office telephone system, including staff extensions and email addresses, ensuring operational continuity. Other duties as assigned. Requirements To successfully perform this role, an individual must competently fulfill all essential responsibilities. The requirements listed represent the knowledge, skill, and ability required for this position. Reasonable accommodations will be made for individuals with disabilities to perform the essential functions. Proven experience in managing office operations and administrative procedures. Strong organizational and leadership skills, with the ability to manage multiple tasks and priorities. Proficiency in office software applications (e.g., Microsoft Office Suite, project management tools). Must be comfortable using computers, electronic medical records (EMRs), and telehealth platforms—ability and willingness to learn and adapt to new systems and technologies as needed. Experience with budgeting and financial tracking. Strong problem-solving skills and attention to detail. Ability to work independently with minimal supervision and as part of a team. Knowledge of office safety and regulatory standards. Ability to maintain confidentiality and handle sensitive information. Minimum of a high school diploma and at least five (5) years of secretarial/office management experience, with supervisory responsibility preferred. If you’re committed to strengthening community mental health and enjoy creating an organized, welcoming environment that supports both staff and clients, we encourage you to apply. Your work will directly contribute to accessible, compassionate services for those who rely on us.

Responsibilities

Oversees the administrative and operational functions of a mental health agency, including facility maintenance and technology systems. Manages administrative staff and leads the agency's re-accreditation process and statistical reporting.