Office Manager and Clinical Operations (Full-Time)


FamilyMeans is seeking a sound professional, with a strong business acumen and passion for working for a mission-based organization, for the role of Office Manager and Clinical Operations. This dual role will require an individual who is a hands-on, participative manager who is highly involved in, and with the completion of, all day-to-day activities and operations of the office/clinic. Individual will provide supervision to front desk/administrative and clinic intake personnel. They will encourage and motivate their team members to promote problem-free, productive operations and will provide backup support as needed. Critical components of this position include the credentialing of all clinical staff, serving as the point person for the agency’s electronic health records system, serving as a liaison for support staff and clinicians, and providing oversight that supports the agency and ensures that the office is operating optimally. This position is a salaried, exempt position based on a 40-hour workweek. The primary location for this position will be at our central office headquartered in Stillwater, MN. The incumbent 

Primary Responsibilities Include:

Office Manager Functions

  • Supervise Front Desk/Administrative staff  and ensure a positive experience for all callers/guests and ensure smooth, cost-effective office operations
  • Provide agency-wide administrative support for all agency programs and oversight for all day-to-day office tasks and operations
  • Maintain office supplies and equipment for FamilyMeans; troubleshoot issues and respond to all related requests
  • Assist to maintain a safe and secure work environment
  • Ensure that customer or client queries and complaints are addressed/mitigated appropriately
  • Assist with office layout and office moves, and with managing and maintaining IT infrastructure
  • Report office progress to senior management and work with them to improve office operations and procedures
  • Identify opportunities for process and office management improvements, and design and implement new systems with Director when appropriate

Clinical Operation Functions

  • Supervise mental health support staff (i.e. intake coordinators) to ensure a positive experience, and productive communications and operations for all
  • Create and maintain all credentialing for mental health clinical staff
  • Ensure compliance and stay current with ever-changing state and federal laws or regulations specific to the clinic and/or administrative documentation (State Statues, Licensing Boards, Insurance Panels, HIPAA, PHI); prepare for and participate in audits as needed
  • Serve as the internal resource and point person for the agency’s electronic health records system (Procentive); assist with and mitigate data needs and system-level questions

Position Requirements:

  • Bachelor’s degree in business administration, communications, or related field 
  • 2-5 years of work experience in an administrative/office management role
  • Minimum of 2 years’ experience working in a managerial role/while supervising a team
  • Experience working with an electronic health records system
  • Previous experience with creating and maintaining mental health credentialing
  • Proven leadership ability to manage challenges and oversee employees
  • Strong organizational and time management skills, attention to detail, and ability to prioritize and multitask
  • Strong problem-solving and analytical skills
  • Strong written and verbal communication skills
  • Hands-on experience with office machines (e.g. copiers, fax machines, printers, postage machine)
  • Flexibility to adjust and adapt to new tasks when challenged with change or transition
  • Reliability and discretion; experience with maintaining confidential files
  • Must be proficient with Microsoft Office and Google Products
  • Desire to work for a mission-based, nonprofit organization that serves the community
  • Ability to support the agency as a liaison when supervising front desk/administrative staff and  while supporting the clinic team and agency
  • Experience working with Procentive (electronic health records system), preferred

To apply, please submit a copy of your resume to Shelby Auer at