Assistant Office Manager

About Mindful Support Services

We are a business to business support service for independent mental healthcare practitioners, which helps providers service a growing client base. We provide administrative and organizational services to simplify the processes of sourcing leads, marketing, billing and collecting payments from patients and insurers. We have grown to support over 1.200 mental healthcare providers and in turn over 20,000 clients per week across 11 physical locations and Telehealth since we opened in 2011.

We have built the Mindful Therapy Group brand from the ground up with years of dedication to solving the complex processes of the healthcare landscape in innovative ways, creating a platform geared toward growth, and working to meet our mission of creating improved access to high quality mental healthcare.

About the Role

We are seeking an emerging leader with team management experience who leads with confidence and whatever-it-takes mentality. We cultivate a collaborative, transparent, and energetic culture and provide the necessary tools and support for you to succeed, both personally and professionally. If you’re passionate about leadership and cultivating employees and be part of a dynamic and collaborative management team in a scaling company, this role is what you're looking for!

The primary role of the Assistant Office Manager is to support in driving the success of their location. The Assistant Manager will demonstrate high-level critical thinking and time management skills that will successfully allow them to support with provider communication, people management, and implementing process improvements. The Assistant Manager must have an in depth understanding of big picture goals and company values. Under the direction of the Regional Manager, the Assistant Manager will support with the implementation and creation of career paths for their team members. The Assistant Manager must demonstrate an understanding of practice management techniques and be able to confidently communicate their knowledge to providers.  

 People from restaurant and hospitality industries encouraged to apply!

Requirements

Responsibilities 

• Oversee Provider Support Specialist’s training and growth with the goal of developing leaders that can go on to thrive in a variety of departments and career paths. The Assistant Manager will work especially closely with team leads, developing their leadership skills. 
• Oversee daily front of house workflow to maximize efficiency and accuracy, ensuring an excellent customer service experience from both internal and external customers. 
• Demonstrate strong problem-solving skills that will allow them to successfully address facilities concerns, including technology and building issues. 
• Develop a strong and collaborative relationship with all providers at their location. Maintain consistent provider meetings aimed at growing their business.   
• Collaborate with the Management team to set and carryout weekly location collection and census goals. 
• Demonstrate excellent understanding and implementation of de-escalation techniques and proactively assist to prevent escalated client situations. 
• Demonstrate healthy boundary setting and collaboration by soliciting provider feedback and addressing concerns.  
• Manage provider transparency and schedule block request and escalate any necessary contract changes to the Regional Manager.  
• Maintain location’s inventory and purchase office supplies as needed. 
• Update and maintain CRM with changes to contact information, provider policies, and billable hours. 
• Support with the collection of provider compliance materials and accurately be able to speak to the importance of accurate and up to date materials.  
• Support with the creation of PSS reviews by offering insight, examples, and data on areas of strength and improvement. 

Qualifications/Experience

• At least 2 years of fast-paced management experience (restaurants, retail, healthcare, etc.)
• Ability to communicate professionally, clearly, and effectively with management, staff, and clients
• Experience supervising, training and mentoring staff
• Motivation to give and receive feedback; growth mindset is highly valued
• Adequate longevity in former management positions
• Active listening skills and ability to work through escalated conversations with clients
• Background check and professional references required

Benefits

• We provide our full-time employees with:
• 75% coverage of health, dental, and vision insurance
• $22-$24/hour
• 12 PTO days accrued annually
• 4 paid holidays per year