Academy Office Manager

We are Growing and adding a new position for a Office Manager in our Academy!

Full Time, M-F, 6:45am- 3:30 pm,  40 hours per week 
  
 Starting Rate: $ Salary Depending on Experience
 
Benefits: Fulltime Eligible Staff
 
• 403b retirement with Match
• Health
• Dental
• Vision
• Life
• Short Term Disability
• Long Term Disability
• Accident
• Critical Illness
• Paid Time Off
• Holiday Pay
• Employee Referral Bonus
• Wellness Center Free Membership

Job Summary:
 
Holy Angels is in search of a full-time Office Manager for Holy Angels Academy.  The Office Manager will assist the Director of Educational Services and the Director of Clinical Services in the day-to-day office management of the Academy. The ideal candidate will have leadership skills in the day-to-day operations in a clinic/school setting including but not limited to, daily operations, credentialing, billing, insurance verifications, admissions, and previous staff management experience.  
Specific Skills and Responsibilities:
 
Operations & Clinic Management
• Lead daily office  operations across multiple clinic locations, ensuring efficient workflows, appropriate staffing coverage, and exceptional service delivery.
• Manage schedule rotations and day-of staffing adjustments to maintain adequate coverage and operational efficiency.
• Oversee administrative and support operations, including file management, records maintenance, and departmental workflow coordination.
• Manage supply inventory, monitor stock levels, and ensure resources are available to support clinic operations.
• Collaborate with executive leadership on strategic planning, compliance initiatives, clinic operations, customer service, and organizational growth.

Staff Leadership & Development
• Direct, mentor, and hold staff accountable for performance, scheduling, onboarding, training compliance, and professional development.
• Coordinate background checks with BACB and facilitate onboarding activities.
• Manage employee schedules, time-off requests, and staffing assignments.
• Monitor required training and compliance programs, including Relias and other organizational education requirements.
• Conduct performance-related oversight and ensure accountability for operational standards and workplace expectations.

Enrollment, Admissions & Family Support
• Coordinate enrollment and admissions processes, including follow-up with prospective families after initial contact.
• Maintain regular communication with families regarding enrollment status and program requirements.
• Track and collect intake documentation, insurance information, evaluations, and other required records.
• Issue reminders for missing paperwork and ensure required documentation is received and maintained.

Credentialing, Compliance & Quality Assurance
• Oversee provider credentialing and compliance activities, including management of credentialing processes for large provider networks.
• Ensure compliance with all regulatory, accreditation, and educational requirements.
• Maintain survey readiness, documentation standards, and audit preparedness.
• Conduct internal audits and quality assurance reviews to ensure compliance and operational excellence.
• Champion continuous process improvement efforts that increase efficiency, standardize procedures, and strengthen service quality.

Authorizations, Billing & Financial Management
• Manage insurance verification, authorizations, reauthorizations, and revenue cycle activities.
• Submit Verification of Benefits (VOB) requests and authorization documentation.
• Maintain authorization records and track upcoming renewal requirements.
• Improve billing, insurance, and reimbursement processes to optimize financial performance.
• Support budget development, purchasing oversight, and financial stewardship to ensure responsible resource utilization.

Records Management & Documentation
• Maintain accurate patient, client, and student records in accordance with regulatory requirements and confidentiality standards.
• Track attendance, investigate unexplained absences, and prepare attendance verification documentation.
• Organize and maintain annual compliance paperwork and required records.
• Process record requests and ensure appropriate release of information procedures are followed.
• Maintain current records related to permissions, medications, services, and other required documentation.

Technology & Process Improvement
• Lead technology and operational improvements, including electronic health record implementation and workflow optimization.
• Support reporting systems, data management, and process standardization initiatives.
• Monitor productivity and operational metrics to identify opportunities for improvement.
• Implement innovative solutions that enhance efficiency, customer service, and overall clinic performance.

Customer Service & Family Experience
• Strengthen patient, client, and family experiences through proactive communication and service excellence.
• Resolve operational concerns and support high-quality customer service standards.
• Foster positive relationships with patients, families, providers, staff, and community stakeholders.
• Promote a culture of accountability, responsiveness, and continuous improvement.

Qualifications:
 
• Minimum 7-10 years’ experience  staff management required
• Must maintain a current and valid driver’s license

Education:
 
• High School Diploma or GED Required
• Bachelors in business related filed preferred

Work Environment:
 
• Must be able to work with individuals with developmental disabilities

Physical Demands:
 
• Walk, stand, sit, push, pull, stoop, kneel, crouch, reach, use hands and lift up to 50lbs, 2/3’s of the time

Requirements:
 
• Drug Screen
• Criminal Background Check
• Driver’s License Check