Office manager job description

As a member of our Digital Technology Team Operations team, you'll draw on your strengths to create and manage processes related to talent management in a technology organization. You will help technology team grow in size and skill and at the same time enable our organization deliver amazing product to clients. It's a terrific opportunity to develop your leadership skills and make lasting connections throughout JPMorgan Chase & Co. This role requires a keen ability to focus on details of people organization, workforce development communication management and cost controls. You'll play an integral role in ensuring that the teams run within budget, and in accordance with firm-wide guidelines. Just as importantly, you'll work with your team to set goals, foster collaboration, and promote the values, culture, and brand of JPMorgan Chase & Co.
Responsibilities


End to end hiring facilitation, open requisitions for the organization, working with internal recruiting and external vendor managers and following up with teams on recruiting efforts. Facilitate clear and transparent communication to stakeholders and across different LOB's. Own hiring dashboard, report on organizational headcount to the central finance team on budget scenarios, reconciliations, team infrastructure and cost reporting. Implementing on-boarding and order management process. Ensure teams have the appropriate technology by placing all equipment orders and track equipment across T&I organization. Support the process to gather report, analyze and release related metrics. Perform data collection from different sources and analysis of results


Qualifications


BS/BA degree or equivalent experience Expert knowledge in all business processes across an entire line of business, as well expertise in other lines of business and technology disciplines Strong understanding of stakeholder management, budget management and operations Highly motivated self-starter with excellent time management/prioritization skills Able to forge strong internal relationships across a broad range of functions Self-motivated, tenacious and able to work with high degree of independence Excellent written and oral communication skills Strong analytical and problem-solving skills with ability to analyze large data sets and present conclusions concisely Excellent project management and organizational skills


JPMorgan Chase & Co., one of the oldest financial institutions, offers innovative financial solutions to millions of consumers, small businesses and many of the world's most prominent corporate, institutional and government clients under the J.P. Morgan and Chase brands. Our history spans over 200 years and today we are a leader in investment banking, consumer and small business banking, commercial banking, financial transaction processing and asset management.

We recognize that our people are our strength and the diverse talents they bring to our global workforce are directly linked to our success. We are an equal opportunity employer and place a high value on diversity and inclusion at our company. We do not discriminate on the basis of any protected attribute, including race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, marital or veteran status, pregnancy or disability, or any other basis protected under applicable law. In accordance with applicable law, we make reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as any mental health or physical disability needs.

The health and safety of our colleagues, candidates, clients and communities has been a top priority in light of the COVID-19 pandemic. JPMorgan Chase was awarded the "WELL Health-Safety Rating" for all of our 6,200 locations globally based on our operational policies, maintenance protocols, stakeholder engagement and emergency plans to address a post-COVID-19 environment.

As a part of our commitment to health and safety, we have implemented various COVID-related health and safety requirements for our workforce. Employees are expected to follow the Firm's current COVID-19 or other infectious disease health and safety requirements, including local requirements. Requirements include sharing information including your vaccine card in the firm's vaccine record tool, and may include mask wearing. Requirements may change in the future with the evolving public health landscape. JPMorgan Chase will consider accommodation requests as required by applicable law.

Equal Opportunity Employer/Disability/Veterans

• Provides leadership, direction and operational oversight to physician practice employees to ensure accomplishment of medical group objectives and goals.
• Ensures that the practice is organized and runs smoothly on a daily basis.

• Determines priorities as dictated by the needs of the practice on an ongoing basis.

• Coordinates efforts with the Physician Billing Department to help ensure smooth processes are in place for charge capture and point of service payment collection.

• Performs analyses to evaluate effectiveness of practice processes including billing and collection practices and makes recommendations for opportunities to improve.

**Position Requirements** :

**A: Licensure/Certification/Registration** : N/A

**Education:** Bachelor's degree in Healthcare or Business related field preferred, or combination of education and experience.

**C: Experience:** Must have five years related work experience as a minimum. Experience managing a

physician practice is desirable. BLS certification required within 3 months of employment.

**Special Qualifications:** Must possess the tact necessary to deal effectively with patients, physicians, employees and hospital administration. Candidate must think clearly in order to make decisions regarding medical management and be dedicated and results-oriented. Must be knowledgeable of modern office equipment, systems and policies and procedures within a physician practice. Must have excellent problem-solving skills in order to effectively manage a busy physician practice.

**Our Commitment to Diversity and Inclusion**

Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.

Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.

The Office Manager performs a wide range of difficult to complex administrative activities related to hospitals providing exceptional patient care and customer service, management of daily finances and transactions, marketing and promotion of services and promotions, staffing and human resources for the Client Care Representative Team, and discretionary activities that serve to support effective business operations.
Knowledge, Skills, and Abilities:

Customer Service
Daily financial reconciliation
Good communication skills - both written and oral, goal oriented
Ability to plan, organize and effectively present ideas and concepts
Ability to take information from clients, staff, other sources, discern that which is credible and assess the hospital and its operation objectively.
Must be able to handle multiple tasks at once, and deal with high levels of stress in an environment of changing priorities

Education & Experience:

High school diploma
Minimum 2 years experience in a veterinary medical care facility
knowledge of sales and marketing techniques
human resource skills
training and client relations experience
thorough knowledge of the veterinary profession

Duties (list may be revised at any time and additional duties not listed here may be assigned as needed):

Client Care Representative Management
Client Management
Office Management
Production Management
Records Management
Financial Management
Communication with staff and clients, including handling client inquiries and complaints
Meetings

Staff Management - CCR

Assist in hiring process
Assist in staff performance reviews
Disciplinary action
Terminations
Training, education, developing of staff
Scheduling CCR staff
Assign daily duties to each staff member
Supervise staff to assure each job is being effectively handled
Employee policy enforcement
Employee relations and communications
Time punch management and authorization
Manage time off requests
Organize and conduct regular staff meetings
Monitor employee competence and effectiveness

Client Management

Over see training of all CCR staff in accordance to the principals of the VCA and FAH mission statements.
Oversee client flow to insure clients and patients are being seen and treated in a professional, timely manner
Responsible for administration and review of non-medical complaints
Oversee call back system including overdue reminder calls
Manage client receivables - statements and calls for payment
Oversee billing, calculation of any discounts and other special accounts

Office Management:

Modify and update systems and procedures wherever needed to better serve clients, patients, the practice, and employees
Prepare packets of information to be sent to corporate office
Verify receipt of supplies, mark invoices and packing slips received and forward invoices to corporate
Sort and process daily mail
Assign and/or perform daily register and credit card reconciliation - close day register by 6pm, prepare register for urgent care. Follow-up next morning to make sure UC transactions were done correctly
Fill out daily deposit slip, bank bag, transaction envelope
Make sure bank deposits are made

Production Management:

Meet with Medical Director, Hospital Manager, Regional Managers regularly to discuss, evaluate and plan for the welfare of the practice.
Motivate CCR staff
Check transactions for accuracy and missed services through regular daily audit reports in woof Ware

Records Management:

Oversee that records are kept up to date. This includes client records with correct names, addresses, pets, charges, medical history, vaccine status, medications administered, laboratory reports, etc

Financial Management

Monitor cost of purchasing so the practice operates within budget.
Monitor CCR staff scheduling so the practice operates within budget
Oversee petty cash control and other accounting functions established
Review charge capture reports daily to assure all charges have been captured
Responsible for cash control in hospital
Review accounts receivable to confirm proper and timely process

Marketing Management

Understand, participate and support planned marketing events and programs
Ensure that hospital staff utilizes the VCA marketing tools and materials
Ensure hospital staff follows instructions for implementing authorized marketing discounts in the computer system
Responsible for tracking and accurately reporting of marketing results
Meetings
Organize and attend monthly leader, department, team meetings
Organize monthly staff meeting agenda in conjunction with hospital management team and VCA guidelines

Communication:

Read and respond to all communication in a timely manner
Ensure that VCA policies, guidelines, and recommendations are quickly communicated to hospital staff and adequate training follows
If you are a current associate, you need to apply through our internal career site. Please log into Workday and click on the Career worklet on the landing page or search for Find Jobs.
Benefits: We offer competitive compensation along with a comprehensive benefits package, including medical, dental, vision and paid vacation/sick days, 401(k), generous employee pet discounts and more!

The information in this position description indicates the general nature and level of work to be performed. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of associates assigned to this job. Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, change in personnel, workload, or technical development)

We are proud to be an Equal Opportunity Employer - Veterans / Disabled. For a complete EEO statement please see our career page at vcacareers.com