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3 Jan 2020

Office Manager

A Woman’s Concern

This employer is not affiliated with LBC.

 Lancaster, Pennsylvania, United States
Type: Part-Time

Job Description

Office Manager

(Part-time, 30 hrs)

Classification Staff | Member of Client Services Team
Reports to Client Services Director
Oversees Volunteer Receptionists

Primary Function

Under the general supervision of the Client Services Director, this position ensures organizational effectiveness and efficiencies. They manage incoming and outgoing communications including directly acting as needed and overseeing volunteer receptionists. They coordinate day-to-day operations, maintains office calendar, and manages facilities, supplies and furniture. They are key to the scheduling process of clients.

Job Duties

  • Reception Management

    • Manage all reception functions.

    • Train and supervise all receptionists:

      • Maintain and grow, as needed an active volunteer receptionist staff by recruiting through network, social media and other means.

      • Participate in prospective volunteer interviews, schedule, orient and train new volunteers with appropriate scripts.

      • Assure volunteers are kept current with relevant policies and procedures and initiate annual reviews.

      • Greet patients and clients, making certain all paperwork is filled out and signed.

      • Prepare for client visits by maintaining forms and pulling charts.

      • File charts.

    • Assist staff and clients with community resource referrals.

  • Scheduler

    • Make sure appropriate script is followed.

    • Make certain that all the scheduling procedures have been completed. These include:

      • Enter appointment information into Ekyros (client database).

      • Manage appointment Waiting List when necessary by calling/texting as needed.

      • Reschedule appointments as directed by office staff.

    • Maintain Center Voicemail message (holidays, weather related closings, etc.), as well as manage any voicemail messages left by patients

    • Work with Executive Director and Client Services Director to close office early or not open due to inclement weather.

  • Client Medical and Counseling Support

    Through scheduling and general office assistance, play key role in engaging with and ensuring optimal client scheduling and follow-up experience.

  • Administrative

    • Maintain eKyros (client database) program.

    • Ensures ideal client file management, including maintaining back up files and performing regularly scheduled file-purging events.

    • Prepare monthly client statistics.

  • Facility Management

    • Liaison between property manager, community groups and vendors.

    • Point person for onsite facilities and IT issues.

    • Main contact for security system, issuing security fob’s and security app on cell phones.

    • Maintain appearance of office and reception areas.

    • Oversees the cleaning of office(s).

    • Inventory and procure office supplies, equipment, furniture, literature and pregnancy tests.


  • Passionately pro-life; expresses full agreement with and acts in concert with A Woman’s Concern’s Mission Statement.

  • Prior related office experience preferred.

  • Respects confidentiality and privacy per applicable laws and regulations.

  • Demonstrates behaviors that align with A Woman’s Concern’s values.

  • Complies with the policies and procedures of A Woman’s Concern.

  • Excellent technology, oral and written communication skills.

  • Excellent problem solving and organization skills.

  • Dependable, stable and capable of following through on commitments.

  • Excellent team oriented and relationship skills.

  • Self-starter and ability to work independently and develop and execute plans with minimal supervision.

  • Adept with current technology and able to learn new skills.

Physical Demands

Activities in performance of duties include sitting, standing, walking, climbing stairs, lifting up to 25lbs, kneeling, reaching, pushing, pulling, keystroking on a keyboard or similar device, talking, hearing and seeing.

How to Apply

Please go to ... to download and complete employee application.  


Job Details

Job Categories: Administrative. Job Types: Part-Time. Salaries: 20,000 - 40,000. Job expires in 74 days.

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