• Job Description

  Req#: OFFIC008237

  Pay Rate: $23.50 per hour

  Villa Maria School is a 12 month program that provides educational and clinical services for children with significant emotional, behavioral, and learning challenges. We offer multiple programs serving students from kindergarten through 8th grade in small classrooms (up to nine students) who are experiencing emotional, behavioral and learning challenges such that their local school system refers them to VMS for placement.

  Catholic Charities of Baltimore Villa Maria School is currently seeking an Office Manager who manages administrative staff to ensure efficient support of management and professional staff and of all administrative/clerical functions. Oversees data collection, maintenance, and reporting. Provides direct administrative support to department management as needed and coordinates assigned activities and functions, including medical record screening and chart maintenance. The work schedule is Monday-Friday 8:30am-5:00pm.

  JOB DUTIES & RESPONSIBILITIES:

  • Supervises assigned staff to ensure efficient operations. Provides general supervision to department secretaries and
    administrative assistants.
  • Effectively assigns administrative tasks to ensure that department needs are met. Trains staff and assigns all duties.
  • Oversees the collections and distribution of materials and information for therapists, psychiatrists, and administration for all sites. Supervises Intake Specialists, Administrative Assistants, and Secretaries.
  • Provides direct administrative support to the Director and Assistant Director, including secretarial and administrative
    tasks. May support other professional staff in administrative functions that cannot be assigned to subordinates due to
    confidentiality, time constraints, etc. Coordinates psychiatric appointments and maintains appointment schedules for
    Psychiatrists. Collects and distributes weekly volume of service statistics for psychiatrists and ensures the distribution
    and receipt of monthly VOS payroll documentation for zero-based employees.
  • Oversees front desk team to assure the school needs are met efficiently.
  • Schedules and communicates the school schedule.
  • Complete special projects as assigned by Associate Administrator.
  • Performs other duties as assigned.

  MINIMUM QUALIFICATIONS / REQUIREMENTS:

  • High school.
  • 1 year of supervisory experience.
  • 3 years’ experience in an office setting.

  REQUIRMENTS & ABILITIES:

  • Requires knowledge of modern business practices, procedures, and equipment.
  • Effective supervisory skills to train, motivate, and monitor staff.
  • Effective oral and written communication skills in contacts with staff and clients.
  • Requires effective organizational and time management skills to coordinate and prioritize subordinate activities, and to complete office management functions. Requires attention to detail in monitoring or completing data collection and reporting activities.
  • Ability to use computer systems and software necessary to perform position functions, including advanced skills in Microsoft Windows, Word, Excel and Access programs in order to create documents and reports.

  PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

  • Must be able to move freely and efficiently between locations which may or may not be accessible to individuals with physical disabilities.
  • Position requires intermittent standing, sitting, walking and physically capable of lifting and moving files/supplies/equipment up to 25 lbs.
  • Must be able to tolerate periods of significant job-related stress.

  We offer a wide range of benefits to meet the ever-changing needs of our employees including but not limited to:

  • Health/Dental/Vision
  • Vacation/sick/holiday pay
  • 403(b) Retirement Plan with a discretionary employer contribution
  • Tuition Advancement
  • Paid Parental Leave

  Join Catholic Charities of Baltimore where you will be an important member of a trauma-informed care organization that promotes a culture of safety, empowerment, healing, and self-care, and that believes that every person has infinite worth and promise.

  Catholic Charities is an equal opportunity employer

  Equal Opportunity Employer
  This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

• About the company

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