Operations Manager

Job Description

The Office Manager oversees the full spectrum of front-office operations, acting as the primary point of contact for Billing, Human Resources, Finance, Purchasing, IT, Programming, and Corporate offices. This role ensures smooth operational workflows, manages employee and client attendance, and supports the Site Director of Nursing and Charge Nurse with all non-clinical tasks.

Key Responsibilities and Duties :

1. EMR and Data Management :

Review and enter daily notes as needed.

Conduct daily assessment audits to identify incomplete or missing assessments and report findings to the DON.

Complete initial assessment / referral data entry.

Update client contact information in charts.

2. Payroll and Scheduling :

Enter monthly schedules and adjust weekly schedules as required.

Complete timecard exception sheets for missed punches, late arrivals, split shifts, and other attendance issues.

Manage overtime, staff ratios, and attendance point matters.

3. Attendance Management :

Update attendance calendars for employee tardiness, absences, or early departures.

Assist DON in scheduling employee vacation requests.

Serve as first responder for employee injuries and forward documentation to HR.

4. Office Operations :

Contact doctors and parents for required signatures on Plans of Treatment.

Verify signatures and update client medical records.

Update level-of-care changes and immunization records for clients and staff.

Schedule initial assessments for prospective clients and provide tours of the center.

Answer incoming calls and direct visitors appropriately.

File documentation accurately and maintain organized records.

Double-check transportation rosters against classroom and Procare records.

Order office and medical supplies as needed.

Complete and maintain annual food program applications and master rosters.

Direct incoming mail to appropriate personnel.

5. Communication and Reporting :

Greet and assist visitors, determining the nature and purpose of their visit.

Provide logistical support, workflow evaluation, and cost management for office functions.

Analyze, evaluate, and report on office efficiency.

Maintain constant communication with DON regarding employee concerns, injuries, budget discrepancies, or operational issues.

6. Compliance and Professional Development :

Stay up to date on childcare standards, PPEC regulations, and Little Angels policies.

Attend staff meetings, in-services, and training to improve quality standards.

Maintain current Basic Life Support (BLS) certification.

Handle all confidential matters with discretion.

7. Technology and Equipment Management :

Operate office equipment including fax, copier, computer, phone, and security systems.

Monitor all channels of communication and respond appropriately.

8. Other Duties :

Perform additional duties as assigned. Occasional overtime may be required.

Report emergent situations to DON or designee immediately.

Requirements

Job Requirements :

Proven experience in office or operations management.

Strong organizational, administrative, and multitasking skills.

Proficiency in EMR systems, payroll systems, and Microsoft Office Suite.

Excellent communication and interpersonal skills.

Ability to maintain confidentiality and handle sensitive information.

Knowledge of childcare regulations and PPEC standards preferred.

Basic Life Support (BLS) certification required.

Ability to work collaboratively with nursing and administrative staff.

Benefits

• 401(k) Retirement Plan
• Health Insurance
• Dental and Vision Insurance
• Paid Time Off
• Paid Holidays

Requirements

Medical Assistant Certification BLS or CPR Certification Experience with Electronic Health Records Experience in pediatrics preferred Must be willing and able to work at both Longwood and Apopka as required