Office Manager - Cohen Veterans Network
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Office Manager

Office Manager

Philadelphia, PA

The Steven A. Cohen Military Family Clinic (Cohen Clinic) at the University of Pennsylvania is seeking an Office Manager. The Cohen Clinic is a part of the Cohen Veterans Network (CVN) and provides high quality mental health care for Veterans and military family members in Philadelphia and the tristate area, with a focus on the post-9/11 military community. Care is delivered in an evidenced-based, state-of-the-art program, offering a full range of behavioral health services.

The Office Manager reports directly to the Clinic Director and will oversee all front end and administrative operations for the Clinic. They will manage the front desk, including supervision of the front desk coordinator and ensuring sufficient front desk and main phone line coverage, and will provide coverage for the front desk coordinator (e.g., during lunches and leave coverage). They will ensure quality customer service via training and quality reviews, as well as compliance with clinical workflows and documentation timeliness, including ensure accurate scheduling and documentation of client communication. Responsible for front end data collection and adherence to internal policies and procedures to ensure compliance with clinical care standards and grant funders and other payors. They will be responsible for timely completion of medical record and prescription refill requests, as well as oversight of parking passes, tokens, and petty cash. The Office Manager will be responsible for the safe and smooth operation of the physical space. They will coordinate safety and environmental rounds, serve as point of contact in emergencies, ensure adherence to CARF Health and Safety standards, and maintain all safety related equipment. Relatedly, they will coordinate maintenance requests, meeting room facilitation, and completing office supply purchasing. As an initial point of contact for the clinic and key member of the care coordination team, the Office Manager, must establish and maintain strong working relationships with clinical, administrative, and care coordination team members to ensure a smooth and positive experience for clients and staff.

The population served at the Cohen Clinic is multicultural and diverse with respect to race, ethnicity, gender identity, sexual orientation, and socioeconomic status, in addition to military affiliation. Accordingly, applicants with training, experience, or interest in with diverse populations would be a good fit for the position. Interested staff also have the opportunity to engage in a Racial Equity Working Group that meets monthly to continue to advance racial equity within the clinic, as well as for those we serve.

This position is anticipated to start on a hybrid in person and virtual schedule due to the COVID-19 pandemic.

Position schedule: 8am-5pm, with possible adjustment for evening coverage in the future.

Job Description

H.S. Diploma or GED Required, with 5-7 years of related experience or equivalent combination of education and experience.  College course work a plus.

Front desk administration and electronic health record experiences are strongly preferred.  Strong organizational skills are a must.  Administrative and customer service experience preferred.  Supervisory experience preferred.

Knowledge or experience with behavioral health is a plus.

Experience in the military or working with veterans or military service members is preferred.

  • Veterans, service members and military family members are strongly encouraged to apply and are invited to note their military connection in their cover letter, if desired.

Experience working with diverse communities is strongly preferred.

  • Individuals who identify as BIPOC or as a part of historically under-represented groups, are strongly encouraged to apply and are invited to identify their culture, identity, or background in their cover letter, if desired.

Must pass Pennsylvania s Child Protective Services Act (also known as Act 73) background checks, within 30-90 days of employment.

This position is contingent upon grant funding.

Job Location – City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$20.00 – $36.00

Affirmative Action Statement 
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements 
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

  • Tuition: Take advantage of Penn’s exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you’ll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

Click HERE to Apply!

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