OFFICE MANAGER

Full-Time | Trenton, NJ | $49,500 | Multi-Site Support | Career Growth

At IRON Recovery and Wellness Center, we're building a team of compassionate professionals dedicated to supporting individuals and families on their journey toward recovery and improved wellness.

We are seeking a highly organized and dependable Office Manager to support the effective day-to-day administrative and operational functions of our New Jersey Substance Use Disorder (SUD) treatment services, including our Opioid Treatment Program (OTP).

This position serves as an important administrative resource for program leadership, clinical and medical staff, support personnel, and clients. You'll help ensure our programs remain organized, responsive, compliant, and focused on quality client care.

The primary work location will be Trenton, with support for our Toms River location, including an anticipated on-site presence in Toms River of no more than one day per week based on operational needs.

In this role, you'll have opportunities to:

• Develop your healthcare and behavioral health administrative skills.
• Gain experience with electronic health records and healthcare operations.
• Learn about SUD and OTP program operations.
• Support licensing, accreditation, quality, and regulatory processes.
• Work collaboratively across multiple program locations.
• Build experience in insurance, authorization, billing, and revenue-cycle processes.

Your work behind the scenes helps ensure clients receive the services and support they need.

You'll help:

• Create a welcoming and professional client experience.
• Reduce administrative barriers to treatment.
• Support timely admissions, scheduling, and referrals.
• Keep important records and documentation accurate and organized.
• Support clinical and medical teams so they can focus on client care.
• Help maintain compliant and efficient treatment operations.

As an Office Manager, you'll oversee and support a wide range of administrative and operational activities across the Trenton and Toms River SUD treatment locations.

Your responsibilities include:

• Coordinate day-to-day administrative operations at the Trenton and Toms River locations.
• Serve as a central point of contact among program leadership, clinical and medical staff, administrative personnel, clients, and other departments.
• Assist leadership with efficient workflows, staff coverage, and communication across locations.
• Coordinate office supplies, equipment, facility needs, vendors, invoices, mail, deposits, and routine administrative functions.
• Assist with staff schedules, meetings, training, onboarding, orientation, and administrative coverage.
• Support current and future program development and business needs.

• Support client intake, registration, scheduling, referrals, admissions, transfers, and discharges.
• Assist with insurance eligibility verification and other payer-related administrative requirements.
• Monitor appointment schedules and help resolve scheduling, registration, authorization, and insurance barriers.
• Ensure required intake and administrative documentation is completed and entered into the electronic health record.
• Promote a professional, respectful, confidential, and client-centered environment.
• Perform additional duties as requested by the Executive Director.

• Provide administrative and operational support for the Opioid Treatment Program.
• Coordinate with OTP leadership, medical, nursing, counseling, and administrative staff.
• Support scheduling and coordination among medical, nursing, counseling, and administrative functions.
• Assist with maintaining required records, logs, personnel documentation, and administrative files.
• Support preparation for licensing, accreditation, regulatory reviews, audits, and inspections.
• Promptly communicate operational, documentation, scheduling, or compliance concerns to program leadership.

• Provide administrative support to staff using the organization's designated electronic health record.
• Assist with EHR questions and Help Desk requests within the scope of the position.
• Monitor administrative documentation for completeness and timeliness.
• Scan, upload, organize, and maintain program documentation.
• Support records-retention processes as required.
• Assist leadership with internal documentation and quality audits.
• Maintain confidentiality of client information in accordance with HIPAA, 42 CFR Part 2, organizational policies, and applicable regulations.

• Collaborate with Revenue Cycle staff to identify and address insurance, authorization, registration, and claims-related issues.
• Assist with insurance eligibility verification.
• Collect information necessary to support accurate billing.
• Ensure demographic, insurance, and other administrative information is accurate and current.
• Support processes designed to reduce preventable claim denials and administrative barriers to reimbursement.

• Assist leadership with administrative systems required for New Jersey licensing, OTP requirements, accreditation, payer requirements, and organizational compliance.
• Assist with internal audits and corrective-action activities.
• Support regulatory surveys, licensing inspections, accreditation reviews, and payer audits.
• Assist with maintaining personnel and credentialing documentation.
• Follow all organizational policies and procedures related to confidentiality, HIPAA, 42 CFR Part 2, workplace safety, security, and professional conduct.

• Maintain a regular on-site presence at the Trenton location as the primary worksite.
• Ideally work approximately one day per week at the Toms River location.
• Promote consistent administrative procedures and workflows across both locations.
• Maintain regular communication with leadership and staff at both sites.
• Assist with resolving operational issues affecting either location.
• Travel between locations and to other business-related destinations as needed.

You may be a great fit if you are:

✔ Organized
✔ Dependable
✔ Professional
✔ Detail-Oriented
✔ Customer-Service Focused
✔ A Strong Communicator
✔ Team-Oriented
✔ Adaptable
✔ Confidential & Trustworthy
✔ Committed to Supporting Quality Client Care

• High school diploma or equivalent.
• Prior administrative, office management, healthcare, behavioral health, or human services experience.
• Strong organizational and time-management skills.
• Ability to manage responsibilities across multiple program locations.
• Strong computer skills and ability to learn and effectively use electronic health record and business software.
• Excellent written and verbal communication skills.
• Professional interpersonal skills.
• Ability to appropriately handle confidential and sensitive information.
• Ability to work effectively as part of a multidisciplinary team.
• Valid driver's license and reliable transportation for travel between Trenton, Toms River, and other business-related locations.

• Associate's or Bachelor's degree in healthcare administration, business administration, human services, behavioral health, or a related field.
• Two or more years of administrative or office-management experience in a healthcare or behavioral health setting.
• Previous experience in a Substance Use Disorder treatment program, Opioid Treatment Program (OTP), or medication-assisted treatment setting.
• Experience with EMR or behavioral health electronic health records.
• Familiarity with Medicaid, managed care, insurance verification, authorizations, and behavioral health billing.
• Familiarity with New Jersey behavioral health/SUD licensing and regulatory requirements.
• Experience supporting regulatory, accreditation, licensing, quality-assurance, or multi-site operations.

As part of the team, you'll be expected to:

• Follow OSHA requirements and guidelines.
• Complete and return required Human Resources paperwork.
• Attend required trainings and meetings.
• Maintain a professional demeanor and exercise sound professional judgment.
• Accurately document time worked.
• Follow fire and safety policies and procedures.
• Follow personnel policies and procedures.
• Follow NJDOH-DMHAS, CARF, and NJSAMS regulations.
• Follow HIPAA policies and procedures.
• Follow all applicable organizational policies, procedures, bylaws, and corporate requirements.

The Office Manager may utilize:

• Cellular and multi-line telephone systems
• Calculator
• Copier
• Fax
• Computer
• Electronic Health Record systems
• Microsoft Office and other business software applications

The individual must be able to meet the physical requirements of the position, which may include:

• Sitting at a meeting table or desk
• Reaching
• Lifting
• Bending
• Standing
• Stooping
• Twisting
• Climbing stairs
• Driving a vehicle

• Office-based environment
• Multiple levels of stairs
• Multi-site work between Trenton and Toms River as operationally required

Some jobs keep an office running.

This opportunity helps keep recovery services moving forward.

As an Office Manager, your organization, professionalism, and attention to detail will directly support the teams providing care to individuals working toward recovery.

If you're looking for a career where your administrative skills can make a meaningful difference in behavioral health and substance use disorder services, we invite you to join the IRON Recovery and Wellness Center team.

Apply today and make an impact every day to support recovery and wellness.

IRON Recovery and Wellness Center provides Substance Use Disorder treatment services in New Jersey, including Opioid Treatment Program services.

Our multidisciplinary approach brings together administrative, medical, nursing, counseling, and clinical professionals to support individuals throughout their recovery journey.

We believe that compassionate, organized, and accessible services can help remove barriers to treatment and create better outcomes for the individuals and communities we serve.

IRON Recovery and Wellness Center, Apis Services, Inc., Inperium Inc., and their affiliates provide equal employment opportunities to all employees and applicants in accordance with all applicable federal, state, and local laws.

Employment decisions are made without regard to race, color, religion, sex, national origin, ancestry, age, sexual orientation, gender identity or expression, disability, genetic information, marital status, pregnancy, veteran status, or any other legally protected characteristic.