Office Administration Supervisor

Phoenix, AZ

Full Time

Office Administration

Manager/Supervisor

Arizona Autism United (AZA United) is a leading nonprofit service organization for children and families affected by autism in and around Maricopa County. We provide a wide range of supports and therapies and are currently expanding locations and programs across the Valley. We are growing and this is an exciting time to join a Top Workplace winner, with many opportunities for future career growth! ✨Learn more about us here: https://www.youtube.com/watch?v=RmQ8l3rzti4

✨Overview✨

The primary role of the Office Administration Supervisor (OAS) is to supervise front office staff & monitor the front office functions of each of the AZA United office locations and to serve as the primary back-up receptionist during absences. In addition, this role will help other department staff as needed in facilities administration, clinical scheduling, supply procurement, and event management.

✨Snapshot✨

📍LOCATION: 80% in-office at all AZA offices and 20% remote
💰PAY: $28-$34/hourly (based on experience) + participate in our Scheduled Raise Program up to 2x/year
🕒SCHEDULE: Full-time, Monday-Friday 9am-5pm with flexibility to adjust based on coverage needs
🏥BENEFITS: Comprehensive health package, PTO/PST, 12 paid holidays, 401(k), paid parental leave, and more!

This role may be a good fit for you if...

You have excellent customer service & communication skills
You possess strong organizational skills and excellent attention to detail
You have proficient computer skills
You're a resourceful problem-solver
You're an enthusiastic & positive team player
You're excellent at effectively managing multiple priorities
You're an experienced supervisor who loves to coach + support others + collaborate

✨Job Duties✨

Develop, monitor and support assigned staff:

Provide initial and ongoing training for assigned employees
Document procedures in a way that can be easily understood and implemented by others
Regularly meet with and observe the work of assigned staff to provide performance feedback and monitor progress towards goals
Ensure adherence to legal and company policies and procedures in systems and processes

Support front desk operations:

Visit each site on a regular cadence to support supervisees and perform site-specific tasks or projects
Serve as a backup receptionist for front desk management during absences of regularly assigned Office Administrators at any site, performing all regular duties for that role as needed
Ensure adequate inventory across locations
Manage and update all front desk operation systems, including but not limited to the phone system, fax system and visitor management system
Confirm Office Administrators are supported in their specialty tasks clinical staff as needed

Support compliance and facilities management:

Participate in all onsite funding source and compliance audits
Ensure procedures are documented, ensuring the facility meets or exceeds all location-specific requirements set forth by our contracts, licenses, or funders (i.e., fire inspections, cleaning and sanitation procedures, evacuation drills, OSHA standards, etc.)
Assist and help manage facilities related issues as they arise

Provide excellent customer service:

Ensure that Office Administrators are trained to communicate with clients and staff professionally in accordance with our organizational values and goals in person, on the phone, and electronically
Empower Office Administrators with resources and information to respond to and resolve any inquiry they may receive with accuracy and efficiency, to promote customer satisfaction
Facilitate methods for the Office Administration team to participate in follow-up processes to ensure that families and staff are adequately supported by AZA United
Collaborate with all levels of employees and management
Establish and monitor systems for timely and accurate response to inquiries

Support systems improvement:

Work with clinical and administrative leadership to create systems, processes, communication methods, etc. for front desk operations at each site
Manage projects and delegate assignments to supervisees for a variety of administrative and clinical needs, related to building infrastructure and improving efficiencies throughout the organization

✨Experience & Qualifications✨

HS Diploma or GED required
3+ years of experience supervising multiple staff members
5+ years of experience in roles that required managing multiple priorities
Must have strong computer proficiency including experience with Microsoft Office Suite and CRMs
Must be at least 23 years of age for driving/compliance policies
Must have your own dependable vehicle with valid driver's license, insurance and registration
Must be able to successfully pass a fingerprint clearance check and other related hiring requirements

✨Benefits✨

Join an organization with a great culture and supportive leadership that believes in work/life balance. AZA United is an Arizona Top Workplace winner because we provide a collaborative work environment focused on transparent communication, teamwork and professional growth! In addition, you will receive the following benefits:

A competitive salary + Scheduled Raise Program (2x/year)
An excellent comprehensive health benefits package that includes health, dental and vision, employer contributions to your health savings account, company paid Short-Term/Long-Term Disability, and employer-paid basic life insurance;
A 401K plan with up to 4% match after one year of service
Generous paid sick time and PTO, and 12 Paid Holidays
Paid Maternity/Paternity Leave and more!

Autism knows no race, religion, gender, or identity. We need and value diversity and inclusion in our workforce in order to fully support our families. AZA United welcomes applicants of any race, age, religion, gender, identity or any other aspect which makes you unique.

To learn more about AZA United, visit our website or check out our Glassdoor page. https://azaunited.org/jobs-careers/why-work-for-aza-united

Arizona Autism United (AZA United) complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact our Human Resources department.

Email: humanresources@azaunited.org | Main Office Phone Number: 602-773-5773 (Please ask for Human Resources.)

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This is a full-time position with the expectation of working 40 hours a week M-F, 9am- 5pm. There may be occasional need to adjust the schedule slightly for coverage support or other needs. Is this acceptable?*

This role is 80% in-office and 20% remote. It requires traveling to all of our offices (currently located in Phoenix, Mesa, Chandler, Glendale, and Avondale). Is this acceptable to you?*

AZA United requires, that following hire, all payment for time worked (e.g., your paycheck) is made to our employees and/or contractors via direct deposit OR that all physical paychecks are physically picked up from our main office location in Phoenix. We do NOT mail paychecks. Is this acceptable to you?*

This job requires a certain level of physical capabilities to maintain safety, including the ability to: 1) run short distances; 2) squat, kneel and bend down; 3) sit on the floor and independently get back up; 4) reach with hands and arms, and 5) safely lift at least 20 pounds. Are you able to meet ALL of these physical requirements?*

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Do you have your own reliable transportation along with a valid driver's license, car insurance, and registration?*

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In the past 3 years, have you received any type of driving citations (not including minor speeding/traffic/parking violations)?*

Applying for this position requires you to disclose your criminal history. Are you willing to complete a required form to disclose your criminal history? We will provide the form later.*

This position requires an Arizona Department of Public Safety FINGERPRINT CLEARANCE CARD. If you do not currently have one, AZA United can assist you with the application. Do you currently have a Fingerprint Clearance Card, or are you willing to apply for one?*

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Do you have a family member currently receiving or planning to start client services with AZA United?*

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To comply with government Equal Employment Opportunity and/or Affirmative Action reporting regulations, we are requesting (but NOT requiring) that you enter this personal data. This information will not be used in connection with any employment decisions, and will be used solely as permitted by state and federal law. Your voluntary cooperation would be appreciated. Learn more.

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Thanks for visiting AZA United's job board! To learn more about the organization, visit https://AZAunited.org/jobs-careers Here you will find a list of all open positions with links to apply. Good luck, and we hope to meet you soon!

Office Administration Supervisor

Apply for this position

Thanks for visiting AZA United's job board! To learn more about the organization, visit https://AZAunited.org/jobs-careers

Here you will find a list of all open positions with links to apply. Good luck, and we hope to meet you soon!