Administrative Specialist with Growth towards Office Manager

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Company parties
• Employee discounts
• Flexible schedule
• Free food & snacks
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development

Position Overview
The Administrative Specialist supports the smooth operation of Oasis of Hope Therapy, LLC, serving as a leadership track for the administrative team. Working closely with the COO and leadership, this role sets processes, ensures consistency, and bridges communication between administrative and clinical staff. Responsibilities include overseeing high-level administrative tasks, supporting team development, and participating in meetings to advance the clinics mission. This full-time position offers growth toward office management in a collaborative environment.

Essential Duties and Responsibilities

Facility and Technology Management: Ensure clinic maintenance, safety, and compliance; manage office technology and coordinate IT support.

Budgeting & Financial Reporting: Assist with budgets, invoices, and financial reviews; maintain vendor relations and seek competitive bids.

Policy & Crisis Management: Help develop and enforce clinic policies and procedures; coordinate emergency preparedness and ensure compliance.

Outreach & Marketing: Support community outreach efforts, manage marketing materials, and promote clinic services.

Administrative Tasks: Execute and oversee office tasks including referrals, contracts, billing, HR, and inventory.

Staff Supervision & Development: Grow into a leadership role by supporting, training, and supervising administrative staff, and participate in hiring and onboarding.

Referral Processing: Ensure timely and accurate intake and assignment of referrals, facilitating client access to services.

Leadership & Collaboration: Actively join leadership planning, decision-making, and meetings, fostering a positive administrative culture.

Documentation & Compliance: Maintain accurate, timely records and ensure compliance with legal and ethical standards.

These duties align with clinical office manager expectations and promote efficient operations and quality patient care .

Team Participation: Attend staff meetings, trainings, and events; contribute to a positive, inclusive team culture and assist with occasional tasks outside this description.

Client Engagement: Collaborate to reengage clients who miss appointments, document outreach, and escalate concerns when needed.

Professional Collaboration: Maintain positive rapport and clear communication with administrative and clinical staff regarding scheduling, documentation, and client care.

Ethical Practice: Uphold confidentiality, professional standards, and cultural competence; promptly report concerns or violations.

Qualifications Bachelors degree preferred (education, human resources, administration, or related field); associates degree with relevant experience considered.

Level II background screening required on hire.

Minimum 2 years administrative or customer service experience; clinical setting experience a plus. Leadership experience helpful; willingness to grow essential.

Strong interpersonal and communication skills; able to interact with diverse clients and teams.

Organizational skills and attention to detail in documentation and compliance.

Ability to work independently and as a team member, with interest in leadership.

Commitment to professional development and ethical standards.

Core Competencies Leadership Potential: Shows initiative, readiness to increase responsibility, and motivates through example.

Customer Service: Provides courteous, professional service to clients, visitors, and staff.

Integrity: Maintains ethical conduct and confidentiality in all tasks and interactions.

Effective Communication: Shares information clearly, maintains records, and updates office as needed.

Adaptability & Problem Solving: Responds resourcefully to changing office needs and challenges.

Team Collaboration: Works cooperatively within teams, communicates issues, and is open to feedback.

Work Environment and Culture Oasis of Hope Therapy, LLC aims to provide high-quality clinical and social services to the community, regardless of financial status.

The clinic promotes a safe, inclusive environment for clients and staff, values diversity and equity, and supports professional growth through training and advancement opportunities.

Compensation and Schedule Full-time, 8:00 am 5:00 pm, with a one-hour lunch break.

Competitive compensation based on experience, performance, and productivity.