Job Title: Administrative Services Manager Department: Administration _X Exempt __Non-Exempt Job Summary The Administrative Services Manager manages administrative responsibilities for Steindler Orthopedic Clinic to ensure the clinic\xe2\x80\x99s services meet the team\xe2\x80\x99s needs. S/he will engage in a variety of team- and management-building activities which typically concern matters of capital expenses, strategic economic planning, strategic budgeting, and inspection (and occasional maintenance) of the facilities themselves. Responsible for preparing and operating reports and budgets for the responsibilities assigned to this position. Major Responsibilities/Activities

• Facilities Management:
• Oversees building and grounds functions and maintenance including- cleaning, upkeep, and security. Manages facilities vendor relationships and contracts.
• Main point of contact for Team Members when there is a maintenance or housekeeping issue and responsible for assessing and addressing all issues. (i.e., plunging a toilet, flushing a sewer drain, vacuuming/spot cleaning-carpets, etc.)
• Daily morning walk-throughs of the clinic\xe2\x80\x99s interior and exterior and responsible for performing any needed actions ensure cleanliness, safety, and presentation.
• Janitorial Service-handles complaints regarding the daily cleaning, meets with cleaning company on a regular basis, orders janitorial supplies.
• Schedules and coordinates maintenance and cleaning, e.g. spring cleaning, window washing, seasonal outside clean-up, etc.
• Calls for repairs needed on the building, oversees the purchase and inventory of supplies needed for building maintenance.
• Schedules and oversees building updates including painting, signage, etc.
• Coordinates Lawn Care and Snow Removal. Responsible for monitoring and removing snow/ice from sidewalks in the event the snow removal service is not timely.
• Equipment and supplies-including training, supply ordering, repairs, maintenance contracts, etc. for copy machines, fax machines, office furniture, etc.
• Organizes use of storage units.
• Ensure the team breakroom is clean and presentable.
• Coordinate the set up and take down of Holiday d\xc3\xa9cor.
• Responsible for maintaining a safe work environment for all team members.
• Administrative Tasks:
• Creates correspondence for the physicians or CEO as needed.
• Coordinating break room and physician lounge items (assigning department cleaning weeks, coffee machine cleaning, etc., recycling, and ordering of supplies).
• Assign keys/assist with the security system.
• Develops, maintains, and distributes Physician\xe2\x80\x99s and Physician Assistant\xe2\x80\x99s monthly call calendar.
• Maintains and distributes inventory of all office supplies and orders additional products as needed including budgeting and reporting.
• Receives requests for charitable contributions and forwards them to CEO and physicians as appropriate.
• Distributes clinic mail daily.
• Organizes Physician Partner meetings including ordering meals and ensuring proper setup and cleanup of the conference room.
• Maintains administrative files and file documents as necessary such as accounts payable invoices, vendor contracts, certificates of insurance etc. Including semi-annual audits to ensure information is current or needs to be shredded.
• Orders food for the clinic and service sites, including all-team meals, group meals, monthly birthday treats, and ad hoc meals as requested by the CEO or physicians.
• Maintains Conference Room Calendar.
• Coordinates the shredding of confidential information at the clinic.
• Oversee the use of the postal machine and maintains adequate postage dollars. Order supplies for the machine as needed.
• Sends cards, gift baskets, flowers, etc. for staff events such as birth of babies, retirements, recruiting, and funerals.
• Running clinic errands as needed for dry-cleaning, embroidery, bank, courier, etc.
• Supports clinic departments with various administrative tasks and needs.
• Functions as a team player among all SOC employees, demonstrating a willingness to help wherever needed and considering all work to be done as SOC work, not just department work.
• Performs other duties as assigned.
• Accounting & Human Resources:
• Performs bookkeeping activities and enter data into the accounting system.
• Work with Accounts Payable with the mailing of checks, filing paid invoices, and entering data into the QuickBooks accounting program.
• Assist Human Resources Manager with auditing monthly carrier bills.
• Coordinate site-safety programs.
• Partners with Human Resources to maintain the Steindler Team Event calendar and in planning and organizing team building activities. (i.e.: Steindler Bake Off, Appreciation Days, Holiday party, etc.)

Education and Qualifications

• High School Diploma
• Associates degree in Business Administration a plus
• Excellent Word, Excel, and PowerPoint skills.
• QuickBooks experience preferred.
• Comfortable using technology used in the positions, e.g., card readers, phone tree software, etc.
• Excellent communication and interpersonal skills
• Ability to multitask, prioritize, and manage time efficiently.
• Goal-oriented, organized team play who understands they serve a large team.
• Self-motivated and self-directed
• Accurate and precise attention to detail
• Strong written and verbal skills
• Assist team members when needed to accomplish team goals.
• Problem solver with a positive attitude
• Willingness to jump in and help.

Expected Hours of Work This is a full time position. Typically, hours of work are Monday through Friday 40-45 hour per week position. Hours are primarily 8am-5pm but may fluctuate outside of this schedule for meetings as necessary, especially in the event of winter weather. Work Environment This job operates in a professional medical clinic environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and fax machines. Physical Demands The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This is primarily a seated position. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee may occasionally lift 5-20 pounds. Job Type: Full-time Pay: $47,000.00 - $59,000.00 per year Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Iowa City, IA 52245: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 3 years (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person

• Health insurance