Office Manager at Casa Grande Academy – Casa Grande, Arizona

The Office Manager provides comprehensive administrative and operational support to an adolescent behavioral health inpatient facility. This role serves as a key liaison between clinical and administrative operations, managing office functions, compliance documentation, and assisting the HR Manager and Risk Manager with audits and regulatory compliance activities. The Office Manager ensures efficient facility operations while maintaining the highest standards of documentation, confidentiality, and adherence to state and federal regulations.

Administrative Operations & Coordination

• Manage daily office operations, meeting coordination, and facility communications.
• Maintain organized filing systems (both physical and electronic) for regulatory documents, policies, and operational records.
• Oversee reception services and visitor management in compliance with HIPAA.
• Assist with coordination of leadership meetings, facility meetings, and staff gatherings.
• Inventory all belongings upon client intake and when new items are brought in.
• Open and distribute packages and assist with Mail distribution.
• Serve as primary point of contact for routine administrative inquiries.

Compliance & Documentation Management

• Assist Compliance with maintaining master policy manual and ensure all policies are up to date.
• Track policy review cycles and coordinate updates with department heads and leadership.
• Ensure all required postings are current and displayed in accordance with state and federal regulations (including notice of patient rights, grievance procedures, and emergency protocols).
• Help maintain, record, and document for Q-15’s audits.
• Coordinate the preparation and organization of required files and records for internal and external audits.
• Support Risk Manager in scheduling mock audits and EOC rounds.

Human Resources Support

• Assist with onboarding and orientation processes.
• Coordinate scheduling for required staff trainings and certifications.
• Support recruitment activities as needed.

QUALIFICATIONS

• High school diploma or GED
• CPR and First Aid certification (or willingness to obtain within 30 days)
• Crisis Prevention Intervention (CPI) training or equivalent (or willingness to obtain)