Office Administration Supervisor

Arizona Autism United (AZA United) is a leading nonprofit service organization for children and families affected by autism in and around Maricopa County. We provide a wide range of supports and therapies and are currently expanding locations and programs across the Valley. We are growing and this is an exciting time to join a Top Workplace winner, with many opportunities for future career growth! ✨Learn more about us here: https://www.youtube.com/watch?v=RmQ8l3rzti4 ✨Overview✨ The primary role of the Office Administration Supervisor (OAS) is to supervise front office staff & monitor the front office functions of each of the AZA United office locations and to serve as the primary back-up receptionist during absences. In addition, this role will help other department staff as needed in facilities administration, clinical scheduling, supply procurement, and event management. ✨Snapshot✨ LOCATION: 80% in-office at all AZA offices and 20% remote PAY: $28-$34/hourly (based on experience) + participate in our Scheduled Raise Program up to 2x/year SCHEDULE: Full-time, Monday-Friday 9am-5pm with flexibility to adjust based on coverage needs BENEFITS: Comprehensive health package, PTO/PST, 12 paid holidays, 401(k), paid parental leave, and more! This role may be a good fit for you if...

• You have excellent customer service & communication skills
• You possess strong organizational skills and excellent attention to detail
• You have proficient computer skills
• You're a resourceful problem-solver
• You're an enthusiastic & positive team player
• You're excellent at effectively managing multiple priorities
• You're an experienced supervisor who loves to coach + support others + collaborate

✨Job Duties✨ Develop, monitor and support assigned staff:

• Provide initial and ongoing training for assigned employees
• Document procedures in a way that can be easily understood and implemented by others
• Regularly meet with and observe the work of assigned staff to provide performance feedback and monitor progress towards goals
• Ensure adherence to legal and company policies and procedures in systems and processes

Support front desk operations:

• Visit each site on a regular cadence to support supervisees and perform site-specific tasks or projects
• Serve as a backup receptionist for front desk management during absences of regularly assigned Office Administrators at any site, performing all regular duties for that role as needed
• Ensure adequate inventory across locations
• Manage and update all front desk operation systems, including but not limited to the phone system, fax system and visitor management system
• Confirm Office Administrators are supported in their specialty tasks clinical staff as needed

Support compliance and facilities management:

• Participate in all onsite funding source and compliance audits
• Ensure procedures are documented, ensuring the facility meets or exceeds all location-specific requirements set forth by our contracts, licenses, or funders (i.e., fire inspections, cleaning and sanitation procedures, evacuation drills, OSHA standards, etc.)
• Assist and help manage facilities related issues as they arise

Provide excellent customer service:

• Ensure that Office Administrators are trained to communicate with clients and staff professionally in accordance with our organizational values and goals in person, on the phone, and electronically
• Empower Office Administrators with resources and information to respond to and resolve any inquiry they may receive with accuracy and efficiency, to promote customer satisfaction
• Facilitate methods for the Office Administration team to participate in follow-up processes to ensure that families and staff are adequately supported by AZA United
• Collaborate with all levels of employees and management
• Establish and monitor systems for timely and accurate response to inquiries

Support systems improvement:

• Work with clinical and administrative leadership to create systems, processes, communication methods, etc. for front desk operations at each site
• Manage projects and delegate assignments to supervisees for a variety of administrative and clinical needs, related to building infrastructure and improving efficiencies throughout the organization

✨Experience & Qualifications✨

• HS Diploma or GED required
• 3+ years of experience supervising multiple staff members
• 5+ years of experience in roles that required managing multiple priorities
• Must have strong computer proficiency including experience with Microsoft Office Suite and CRMs
• Must be at least 23 years of age for driving/compliance policies
• Must have your own dependable vehicle with valid driver's license, insurance and registration
• Must be able to successfully pass a fingerprint clearance check and other related hiring requirements

✨Benefits✨ Join an organization with a great culture and supportive leadership that believes in work/life balance. AZA United is an Arizona Top Workplace winner because we provide a collaborative work environment focused on transparent communication, teamwork and professional growth! In addition, you will receive the following benefits:

• A competitive salary + Scheduled Raise Program (2x/year)
• An excellent comprehensive health benefits package that includes health, dental and vision, employer contributions to your health savings account, company paid Short-Term/Long-Term Disability, and employer-paid basic life insurance;
• A 401K plan with up to 4% match after one year of service
• Generous paid sick time and PTO, and 12 Paid Holidays
• Paid Maternity/Paternity Leave and more!

Autism knows no race, religion, gender, or identity. We need and value diversity and inclusion in our workforce in order to fully support our families. AZA United welcomes applicants of any race, age, religion, gender, identity or any other aspect which makes you unique. To learn more about AZA United, visit our website or check out our Glassdoor page. https://azaunited.org/jobs-careers/why-work-for-aza-united Arizona Autism United (AZA United) complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact our Human Resources department. Email: [email protected] | Main Office Phone Number: 602-773-5773 (Please ask for Human Resources.) Powered by JazzHR Apply tot his job Apply To this Job