Office Manager

Codman Square Health Center is a Federally Qualified Health Center serving a diverse community in Dorchester, MA, and surrounding neighborhoods. CSHC offers a full continuum of services such as primary care, urgent care, behavioral health, care management, nutrition, family planning, optometry, dentistry, laboratory, pharmacy, radiology, and medical specialties including HIV care, substance use treatment, Hepatitis C, OB-GYN, Nephrology, and Cardiology alongside an on-site STI clinic.

CSHC is a teaching institution with academic affiliations at Boston University School of Medicine and Boston Medical Center, and a member of the Boston Accountable Care Organization. Our mission is to be our community's first choice for comprehensive, holistic, and integrated services, and to empower individuals to lead healthy lives and build thriving communities.

Position Summary:

Reporting to the Controller, this Office Manager will manage full-cycle procurement including medical, IT, and facility supplies while ensuring compliance with organizational policies. This is a key member of the Finance support team working closely with the Controller and Operations Managers to bridge the gap between financial policy and daily operations. The Office Manager serves as a vital liaison between Finance and Operations, this role coordinates ERP (Sage Intacct) onboarding and provides comprehensive administrative support to leadership. We are looking for a proactive, problem-solver candidate with at least 3 years of experience to help maintain operational efficiency in the finance department.

Primary Responsibilities:

1. Manage Office Operations: Oversee meeting scheduling, supply management.
   1. Manage procurement for medical supplies, vaccine supplies, office supplies, IT supplies and other facilities supplies. Work with operating managers to ensure appropriate level of inventory.
2. 1. Process Purchase orders, maintain procurement documents, and ensure compliance with procurement policy and procedures.
3. 1. Match receiving documents with purchase orders to ensure all purchased items are received on the purchase orders before payments are issued.
4. 1. Identify opportunities for cost savings, evaluate different vendors for best value, negotiate with vendors, and contribute to budget adherence. Conduct yearly vendor reviews to ensure the Center is receiving the best value and service levels.
5. 1. Maintain a preferred vendor list and ensure all procurement documentation is audit ready.

1. Provide Administrative Support:
   1. Provide administrative support to the finance department’s managers and staff.
   2. Manage all insurance applications and administrative forms required by insurance carriers and funding agencies.
2. 1. Manage all credit card applications.
3. 1. File & Manage multiple administrative applications. 
4. 1. Oversee the Finance Department onboarding process for new hires, including workspace setup, orientation, and office procedures.
5. 1. Act as a liaison between management and staff, ensuring communication and   coordination.
6. 1. Act as the primary liaison to facility management with the Finance office. Coordinate with IT, HR, and external contractors to address office needs and workspace safety.

1. Other duties and/or locations as assigned.

Qualifications & Skills:

• Bachelor’s degree preferred. 3 years+ in a heavy procurement or office management role  may be considered in lieu of degree.
• 3 plus years of administrative and operations experience.
• Strong interpersonal skills.
• Have excellent time management skills and be a self-starter on projects.
• Attention to detail is crucial for ensuring accuracy in documentation, purchase orders, cost savings and/or process improvements.
• Advanced Microsoft Excel skills.
• Excellent verbal and written communication skills.
• Customer service oriented.
• Fast learner who enjoys solving problems.

Physical Requirements:

• Must be able to stand or sit for prolonged periods (at least 50% of the time)

• Ability to lift up to 25 pounds and load onto shelves
• Visual acuity sufficient for frequent reading and computer use