Office Manager

Office Manager
Hours: Part Time

Women’s Community Clinic
Since 1999, the Women’s Community Clinic has utilized a volunteer-based model of care—the only one of its kind in the Bay Area—to create a safe, welcoming environment where women can access health services. We honor our mission to improve the health and well-being of women and girls by providing free sexual and reproductive health services, outreach services, and health career training programs.

Job Description:
The Office Manager is an integral position at the Clinic and will play an important role in creating systems and ensuring that the Clinic office environment is well run . The Office Manager has the opportunity to participate with other staff in planning and shaping the future of the Clinic and to learn more about health care and working in a community clinic setting.

Job Responsibilities include:
Information Technology

  • Basic IT troubleshooting for common IT problems
  • Act as a liaison between staff and IT consultants when IT problems occur

Facilities Management

  • Coordinate building and equipment maintenance including:
    • Phones, copiers, building, medical equipment, plumbing, repairs, and janitorial
  • Manage office supply inventory:
    • Track, order, and oversee storage of supplies
  • Track and distribute incoming faxes and mail
  • Oversee general on-site maintenance and clean up:
    • Ensure storage area, supplies, and overall office environment is organized and looks “tidy” (Please note: we have a janitor and this job will not involve janitorial duties)
  • Manage office moves
    • Oversee relocation of equipment, desks, or employees within current office environment
    • Manage “Relocation Coordinator” (contractor) when Clinic relocates in 2010

Financial Management

  • Accounts Payable: Code invoices and send to fiscal sponsor for payment on a weekly basis
  • Follow up with vendors and fiscal sponsor about delinquent payments
  • Assist office staff with coding and submission of reimbursement paperwork

Policies and Procedures

  • Author and update administrative Policies and Procedures

Human Resources

  • Provide basic support of HR Systems
    • Collect, track, and data enter employee paperwork and training e.g. clinical licenses, PPD and Hep B vaccination
    • Set up new employees including but not limited to: technology, phones, desks, and distribution lists

Data Entry

  • Perform data entry as needed (very limited part of job)

Meeting and Committee Participation and Coordination

  • Coordinate staff meeting schedules and duties
  • Chair OSHA/Safety committee
    • Work with Safety Committee and Clinic Manager to develop emergency responsiveness plan
    • Update and maintain all emergency protocols on an as needed basis including phone trees, emergency supply inventories, etc.
    • Conduct inventories, inspections, and coordinate ongoing trainings
    • Take part in appropriate Incident Command Structure (ICS) training if not already trained
  • Participate on other committees as needed/interested (Human Resources, Cultural Competency, OSHA/Safety)
  • Participate in San Francisco Consortium IT Meetings

Qualifications

  • Strong commitment to the mission and goals of the Women’s Community Clinic
  • Required one year and preferred minimum of two years of administrative experience in a nonprofit or small business setting
  • Excellent computing skills
  • Experience working with databases
  • Preferred: Experience working in a health care office or setting

EEO/AA
The Women’s Community Clinic, a project of Tides Center, is an equal opportunity employer. We strongly encourage and seek applications from women, people of color, including bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, medical condition (cancer-related) or conditions Acquired Immune Deficiency Syndrome (AIDS) and AIDS-related conditions (ARC). Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.

To Apply:
Please send a cover letter, resume, and salary requirements to jobs_officemanager@womenscommunityclinic.org by no later than June 18, 2010. Compensation depends on experience.  In subject line, please write: Office Manager.  No calls please!