Office Manager at UNITED COUNSELING SERVICE OF BENNINGTON COUNTY INC – Bennington, Vermont

Description: Why Join UCS:Since 1958, United Counseling Service (UCS) has been dedicated to providing exceptional care and support to individuals and families in our community. Through a wide range of programs, services, and educational opportunities, we strive to meet the diverse needs of those we serve. Our team includes professionals from various fields, including administration, clinical services, nursing, education, case management, psychiatry, and direct support, working across 17 facilities throughout Bennington County.As a proud affiliate of Vermont Care Partners—a statewide network of 16 non-profit community-based agencies—we deliver comprehensive mental health, substance use, and intellectual and developmental services across Vermont. We are currently seeking compassionate, motivated team players to join us in making a positive impact and building a stronger community.

UCS Offers Generous Benefits

• Competitive pay
• Generous paid time off
• Medical, dental, and vision insurance
• Retirement plan with employer match
• Employer paid life insurance
• Employer paid short term and long term disability insurance
• Employee Assistance Program
• Career development opportunities
• Free clinical supervision towards licensure
• Loan repayment and tuition assistance program
• Award winning worksite wellness program
• An inclusive workplace supported by an active Diversity, Equity, Inclusion, and Belonging committee.
• Rewarding experience making a difference in the community.

We believe a dynamic and inclusive workforce will strengthen our organization and enhance the services we provide. Therefore, it is our goal to hire a diverse workforce and cultivate a culture where our employees feel accepted and included, hold a valued place within our organization and are equally able to contribute to their fullest extent, assisting in fulfilling our mission of building a stronger community.

OBJECTIVE/PURPOSE: Under the supervision of the Director of Operations, the Office Manager oversees the daily operations of the front office teams that support the Adult Outpatient; Targeted Care Management; Substance Use; Children, Youth, and Family Services, Developmental Services, and Administrative teams. The Office Manager works closely with clinical and billing teams to optimize agency performance and client satisfaction.

MAJOR RESPONSIBILITIES:

ADMINISTRATION:

• Actively manage program operations, ensuring alignment with organizational standards and service goals.
• Oversee the daily workflow of the program to promote efficiency, accuracy, and positive client experience.
• Participate in the quality improvement and assurance activities including tracking and reporting on quality measures and staff KPIs throughout the program.
• Lead recruitment, hiring, onboarding, and training of administrative staff.
• Ensures adequate administrative support at each location as appropriate with developed work schedules.
• Monitor time and attendance for administrative support and regulate workflow.
• Monitors data for quality assurance and quality improvement purposes.
• Ensure compliance with client care and administrative responsibilities.
• Coordinate with vendors to procure equipment and supplies necessary for front office operations.

SUPERVISION:

• Provides direct supervision for all program staff, including, but not limited to, time sheet review and approval, meeting with staff for supervision to align with agency policy, providing work assignments and direction, performance management, and staff performance reviews.
• Monitor agency, division, and position specific KPIs and review the performance data with staff.
• Coordinate comprehensive onboarding and training for new hires, while identifying and addressing ongoing professional development needs for current staff.
• Ensure all required documentation is completed accurately and within established timeframes.
• Oversee data integrity by ensuring accurate and timely entries in the Electronic Health Record (EHR) system.

PROGRAM MANAGEMENT:

• Meet regularly with Clinical Directors to ensure operational, staffing, and facility needs are effectively addressed.
• Serve as a liaison between clinical and finance teams to promote communication, workflow efficiency, and coordinated problem-solving.
• Delegate responsibilities appropriately to staff based on role scope and accountability
• Develop, update, and implement procedures to align with best practices and support continuous quality improvement initiatives.
• Oversee the accuracy, completeness, and timely submission of operational and performance reports.
• Ensures adherence to agency policies and procedures and divisional/program workflows.

OTHER:

• Serves as a member of the agency’s EHR Superuser Committee.
• Serves as a Health and Safety Officer and attends regularly scheduled Health and Safety Committee Meetings.
• Other duties as requested and/or necessary to ensure efficiency and effectiveness.
• Facilitates monthly Access to Care Team Meetings.

* In addition to the above, performs other duties as assigned.

Required Skills

• Critical Thinking: Using logic and reasoning to identify strengths and weaknesses of alternative solutions, conclusions and/or approaches to problems.
• Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate and not interrupting at inappropriate times.
• Speaking: Talking to others to convey information effectively.
• Active Learning: Understanding the implications of new information for both current and future problem-solving and decision-making.
• Coordination: Adjusting actions in relation to other’s actions.
• Work Environment: The ability to work in a demanding environment with time sensitive materials.
• Confidentiality: The ability to scrupulously keep confidences and maintain State and Federal privacy mandates.
• Working with Others: The ability to work well with others within the agency and stakeholders and to work with difficult individuals, politely.
• Complex Problem Solving: Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Strong supervisory/leadership skills.
• Proficient in Microsoft Office Suite.
• Experience in working in an Electronic Health Record.
• Able to work independently and successfully in a team environment.
• Knowledge of applicable regulatory requirements.
• Knowledge of the Vermont Department of Mental Health, Designated Agency system.
• Familiarity with quality principles
• Travel to agency facilities is required. Other travel may be required to attending meetings and trainings.
• Ability to demonstrate exceptional leadership, flexibility, and creativity in performance.
• This position will exhibit excellent operational skills, data-informed decision making, collaboration and a high-level of autonomy.
• Experience delegating and supervising office tasks to staff.

MINIMUM QUALIFICATIONS:

• Bachelor's Degree in Healthcare Administration preferred; bachelor’s in Business Administration or a relevant field (or an Associate Degree and 2 years relevant work experience).
• Experience working in a healthcare office, preferably in a supervisory role.
• Previous experience in managing a team.
• Proven effective leadership to motivate and inspire.
• Valid Driver’s License

Requirements: