Office Manager

Beacon Hill - Job Details
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Office Manager

Wellesley, Massachusetts

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Full Time Temporary/Contract

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$ 27 - $ 28 per hour

Wellesley, Massachusetts

Full Time Temporary/Contract

$ 27 - $ 28 per hour

May 01, 2024

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Job ID: 1375328_1714591752

May 01, 2024

Job ID: 1375328_1714591752

Job Summary

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Our client, a college located in Wellesley, MA, is seeking an office manager. This is a temp-to-perm opportunity and can compensate up to $28/hr. depending on experience. Qualified candidates are encouraged to apply today for immediate consideration!

Responsibilities

  • Serve as initial contact for students seeking services
  • Act as office manager, which includes developing and maintaining operating practices such as record keeping systems, forms control, and creating new systems and/or revising established procedures that ensure the smooth and efficient functioning of the office
  • Provide database management and generate monthly and annual reports for managing budgets which includes processing all expense reimbursements and budget transfers for staff; and monitoring and assisting with budget tracking, quarterly budget reports, and budgeting priorities in all areas; monitoring and maintaining the email account; setting up travel arrangements for staff
  • Serve as the primary support person for the Director as well as general office support for the clinicians; schedule and maintaining appointments for staff ensuring that holidays and vacations are appropriately blocked off, along with staff and clinical meetings
  • Monitor and update websites as needed
  • Provide graphic design services for publications, brochures, social media and other materials
  • Organize, facilitate, and support relevant departmental events
  • Maintain and order office supplies, along with supplies for events, meetings as needed
  • Maintain the highest standards of confidentiality including the creation of a private and confidential office environment and the handling of highly sensitive information/data with care
  • Attend and provide organizational support for recurring college events such as orientation, health fairs, and other college and department events as assigned
  • Work with vendor of the Electronic Medical Records (EMR) database regarding any technical issues
  • Open and forward mail. Handle follow-up as appropriate; answer phones; screen calls, take messages, routinely provide a variety of information to callers; write and type correspondence, reports, and other materials for own or supervisor's signature
  • Proofread and edit copy generated by supervisor and others. Perform the above in concert with confidentiality requirements of each department
  • Responsible for ordering and maintaining office supplies as needed
  • Take notes and prepares meeting minutes for departmental meetings
  • Work with outside vendors and prepare vendor contracts in alignment with College policies and procedures

Qualifications

  • Associate's Degree required
  • Experience working in a medical office setting
  • Ability to complete tasks independently as assigned
  • Must have excellent typing, editing, and proofreading skills
  • Must have strong interpersonal and communication skills and must be able to always maintain a high degree of confidentiality
  • Thorough knowledge of Microsoft Office (Word, Excel, Power Point, etc.) is necessary
  • Ability to effectively interface with students, faculty, staff, and visitors
  • Ability to tolerate expressions of distress from students and remain calm (e.g., students who present to the clinic in distress, crisis or seeking urgent assistance)
  • Ability to consult with clinical staff when risk related matters arise (e.g., facilitating emergency care/following emergency procedures)
  • Ability to anticipate and embrace change; demonstrates willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions
  • Ability to successfully perform multiple tasks and balance multiple priorities is essential
  • Must have strong organizational skills with the ability to appropriately prioritize tasks and adjust to changing priorities constantly
  • Ability to take initiative and complete tasks with minimal supervision
  • Must be able to multitask between daily operations and concurrent tasks or departmental functions
1375328_1714591752

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About Beacon Hill

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

We look forward to working with you.

Beacon Hill. Employing the Future™