Thank you for your interest in joining Integrative Wellness Grand Rapids! We’re excited to share this office manager job opportunity!
*** COVER LETTER REQUIRED ****
Please note: Applications will not be considered without a cover letter. Thank you for understanding and taking the time to share more about your background and interest in joining our team.
At IWGR we are committed to providing safe, effective, and holistic care for the Grand Rapids community. Our core values center on respect and compassion for every client, patient, team member, and member of our community.
We’re looking for an office manager who:
- Has experience in leadership
- Is familiar with electronic medical record systems (Charm preferred)
- Adept at using task management software (Monday software preferred)
- Skilled in client centered and trauma-informed care
This position offers opportunities for personal growth, career advancement, and a competitive pay structure.
Skills:
- Strong ability to prioritize and coordinate daily administrative tasks with a focus on productivity and efficiency.
- Skilled in managing and supporting office staff while resolving scheduling or communication conflicts among team members.
- Leadership experience in a medical or clinical setting.
- Cheerful, friendly, and professional demeanor.
- Exceptional customer service skills when assisting both internal and external clients.
- Proficient in preparing correspondence, routing information, and addressing client or staff concerns.
- Ability to improve office performance through streamlined processes and attention to detail.
Qualifications:
- Associate’s or Bachelor’s degree, preferred experience in medical and administrative management.
- Minimum of 2 years of administrative experience in a medical or clinical setting required.
- Background in sales and marketing is highly valued.
- Genuine passion for integrative medicine, counseling, naturopathic medicine, health coaching, or wellness.
Responsibilities
As this position evolves, duties may be added or removed. Long-term changes will be reflected in future contracts.
Main Duties
- Maintain and uphold company-wide processes and procedures.
- Oversee day-to-day office operations, coordinating with employees, clinicians, and support staff, and executing tasks assigned by managers or ownership.
- Manage client inquiries and ensure quality communication across staff overseeing those interactions.
- Train and supervise Office Administrators, ensuring tasks are completed accurately and on schedule.
- Delegate tasks, monitor progress, and manage accountability using Monday.com.
- Coordinate communications and workflows for contractors and clinicians, or redirect appropriately.
- Pay all office bills and maintain accurate financial logs.
- Manage and update the office and EMR calendars.
- Ensure the office and common areas remain organized and clean through effective delegation.
- Maintain and organize product inventory.
- Track networking opportunities and provide updates to the Office Director.
- Foster and maintain positive relationships with building owners and vendors (e.g., Saddleback Associates, Visser Construction).
- Ensure all phone and email systems are updated and appropriately configured for any out-of-office events.
- Maintain voicemail systems with accurate greetings reflecting current clinicians, contractors, and services.
- Complete other business-related tasks as assigned.
Compliance and Data Security
- Adhere to HIPAA regulations and maintain confidentiality at all times.
- Stay current with HIPAA requirements and ensure proper handling of personal health information.
- Utilize the secure GSuite, Monday.com, VSee, and CHARM systems as directed.
- Routinely archive and remove unnecessary client documents from GSuite (with exceptions for EOD reports) to maintain data integrity.
What We Offer
- A culture that values self-care, growth, and professional fulfillment.
- Opportunities for both personal and career development.
- A supportive environment that welcomes your ideas for improving our systems and processes.
- Equal opportunity employment practices—qualified applicants will be considered without regard to race, color, religion, sex, national origin, disability, veteran status, or any other protected characteristic.
This role can be hybrid: In person (15 hours/week minimum) + remote (schedule is flexible)
Job Type: Part-Time (25 hours per week)
Pay: $25.00 hourly
Job Type: Part-time
Pay: $25.00 per hour
Benefits:
Application Question(s):
- Please include a cover letter for your application to be considered
Ability to Commute:
- Grand Rapids, MI 49525 (Required)
Ability to Relocate:
- Grand Rapids, MI 49525: Relocate before starting work (Required)
Work Location: Hybrid remote in Grand Rapids, MI 49525
