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Office Manager
Job Description

New Hope Office Manager Job Description

About Us

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New Hope’s mission is to promote wholeness in Indianapolis through restorative counseling. Located in downtown Indianapolis, New Hope Counseling provides professional and confidential counseling services for individuals, groups, couples, families, teens, and children. We believe that all people are made in God’s image and are thus beautiful and complex. Our goal in counseling is to establish a trusting relationship between counselor and client. Whether the client is responding to a specific issue or looking for proactive personal growth, New Hope Counseling can help. We invite each client  to journey with us to find renewed direction, relief from suffering, and restored hope. 

 

Summary of Responsibilities: 

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1. Oversee New Hope’s Day-to-Day Operations

  • Meet regularly with Clinical Director to coordinate on and improve office processes

  • Provide management oversight to the administrative responsibilities of NHC counselors  and provide administrative support. 

  • Technical support for NHC applications

  • Manage correspondence with staff, clients, and vendors

  • Organize meetings, events, conferences, and building needs

  • Update and maintain NHC’s Policies & Procedures Manual, Handbooks, and forms

  • Maintain current NHC staff member personnel files and contracts and oversee onboarding and orientation of new employees

  • Monitor HIPAA compliance for all NHC staff

  • Manage website and search engine optimization 

  • Manage NHC social media accounts and assist Clinical Director in marketing of NHC

  • Handle ad-hoc administrative requests from the Clinical Director


 

2. Oversee New Hope’s Bookkeeping and Payroll Processes

  • Supervise NHC  bookkeeper; meet regularly about bookkeeping processes

  • Oversee payroll, chart of accounts, and bank reconciliations for accuracy

  • Fill in for Bookkeeper as needed

  • Update and monitor NHC’s annual budget

 

3. Oversee New Hope Counseling’s Intake Process

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  • Respond to counseling inquiries made to NHC

  • ​Manage the intake process of new clients 

  • Manage and update intake forms as needed

  • Keep referral list up-to-date and refer out as needed​

 

4. Maintain communication with the New Hope Board of Directors

  • Schedule and attend quarterly board meetings. Record minutes and send to board members after meeting

  • Provide quarterly financial updates to board members

 

Working Hours and Benefits

  • Salary position requiring 20 to 25 hours/week (negotiable)

  • Flexible schedule 

  • Approximately 75% remote / 25% in person

  • 2-3 weeks of PTO, depending on hours agreed to

 

Required Skills and Experience

  • Excellent management skills

  • Excellent communication skills

  • Proficient in Google Applications

  • Proficient in QuickBooks Online

  • Skilled at analyzing and interpreting financial reports

  • Works well within a team context

  • Attention to detail 

  • Critical thinking and problem solving 

  • Organization

  • Confidentiality

  • Innovation

 

Other Applications Used

  • TherapyAppointment 2.0

  • Zoom Meeting and Phone

  • DocuSign

  • Wix Websites

 

To apply: 

Send your resume to jeff.nottingham@newhopeindianapolis.org 

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