Office Manager – Adult Medical Day

Department: Adult Medical Day
Reports To: Vice President, Medical Programs/Chief Nursing Officer (Program Director)
Position Type: Full-Time
FLSA Status: Exemp / $52,000 - $55,000 Annually
Schedule: Monday–Friday | 8:00 a.m. – 4:00 p.m.

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Position Summary

The Office Manager plays a vital role in supporting the daily administrative and operational functions of The League for People with Disabilities' Adult Medical Day Program. Reporting directly to the Vice President of Medical Programs/Chief Nursing Officer (Program Director), this position ensures efficient office operations, regulatory compliance, participant documentation, billing accuracy, and administrative support for the interdisciplinary team.

The Office Manager serves as a central point of communication for program staff, participants, families, transportation services, and funding agencies while helping advance The League's mission of empowering individuals with disabilities to achieve greater independence, self-sufficiency, and quality of life.

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Essential Job Functions

Administrative & Operational Support

• Coordinate and oversee the daily administrative operations of the Adult Medical Day Program.

• Provide administrative support to Nursing, Case Management, Activities, Rehabilitation, and program support staff.

• Maintain participant records and ensure documentation complies with Maryland Department of Health (MDH), COMAR, HIPAA, and organizational standards.

• Prepare correspondence, reports, meeting agendas, minutes, spreadsheets, and other administrative documents.

• Assist the Program Director with scheduling, reporting, operational projects, and department initiatives.

• Maintain office supplies, forms, and departmental resources.

Billing & Financial Administration

• Complete participant billing accurately and within established deadlines using designated billing software.

• Monitor billing activity and immediately communicate discrepancies or concerns to the Program Director.

• Review aging accounts and assist with resolving outstanding payment issues.

• Complete utilization reviews in accordance with payer and funding source requirements.

• Monitor participant attendance and transportation logs to ensure billing accuracy.

Program Compliance

• Maintain participant files according to state, federal, accreditation, and agency requirements.

• Assist with maintaining departmental policies and procedures in accordance with updates to COMAR and other regulatory requirements.

• Participate in audits, surveys, inspections, and quality improvement initiatives.

• Maintain confidentiality of participant and employee information in accordance with HIPAA and organizational policies.

CACFP Administration

• Serve as the Child and Adult Care Food Program (CACFP) Coordinator.

• Prepare and submit annual CACFP contract renewals.

• Complete monthly reimbursement claims accurately and on time.

• Review and approve meal benefit applications.

• Monitor Point-of-Service meal counts for compliance.

• Attend required Food Service Manager trainings and assist with kitchen operations when needed.

Communication & Collaboration

• Communicate participant funding changes with the Program Director and Case Management staff.

• Collaborate with Transportation to maintain accurate participant transportation information.

• Support staff with participant mobility information and maintain required records.

• Participate in staff meetings, interdisciplinary meetings, and in-service trainings.

• Foster positive working relationships with participants, families, vendors, funding agencies, and coworkers.

Leadership & Team Support

• Assist with preparation of staff meeting materials and maintain meeting minutes.

• Support department operations during periods of high workload or staff shortages.

• Demonstrate professionalism, accountability, confidentiality, and excellent customer service.

• Represent The League professionally with participants, families, visitors, community partners, and external agencies.

Organizational Commitment

• Demonstrate The League's Core Values:

  • Accountability

  • Participant Focus

  • Quality

  • Independence

  • Mutual Respect

• Support diversity, equity, inclusion, and person-centered services.

• Perform additional duties as assigned.

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Required Qualifications

• Associate degree in Business Administration, Healthcare Administration, Office Management, or related field required; Bachelor's degree preferred.

• Minimum of two (2) years of administrative or office management experience, preferably within a healthcare, medical, rehabilitation, or human services environment.

• Experience with healthcare billing, insurance, Medicaid, or other third-party reimbursement processes preferred.

• Experience maintaining confidential medical records.

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Experience using electronic health records (EHR) and billing software preferred.

• Strong organizational, problem-solving, and time-management skills.

• Excellent written, verbal, and interpersonal communication skills.

• Ability to manage multiple priorities while maintaining attention to detail.

• Demonstrated customer service skills and professional judgment.

• Knowledge of HIPAA confidentiality standards preferred.

• Knowledge of COMAR regulations or willingness to learn.

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Knowledge, Skills & Abilities

• Strong organizational and project coordination skills.

• Ability to prioritize multiple competing responsibilities.

• Ability to analyze billing and financial information for accuracy.

• Ability to maintain confidentiality and exercise sound judgment.

• Strong mathematical and analytical skills.

• Excellent proofreading and documentation skills.

• Ability to communicate effectively with diverse populations.

• Ability to work independently while contributing positively to a collaborative team.

• Ability to adapt to changing priorities and organizational needs.

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Physical Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

This position generally requires the ability to:

• Remain in a stationary position for extended periods while performing computer and administrative work.

• Frequently operate a computer, keyboard, calculator, copier, telephone, and other standard office equipment.

• Occasionally move about the office and program areas.

• Frequently communicate verbally and in writing with participants, staff, families, vendors, and funding agencies.

• Occasionally lift, carry, push, or move office materials weighing up to 20 pounds.

• Occasionally bend, reach, stoop, or kneel while retrieving files or office supplies.

• Visual ability to review written documents, electronic records, and financial information.

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Mental & Cognitive Requirements

The successful candidate must be able to:

• Maintain concentration while performing detailed administrative and financial tasks.

• Analyze information and make sound decisions within established guidelines.

• Organize, prioritize, and manage multiple deadlines simultaneously.

• Maintain accuracy while working in a fast-paced healthcare environment.

• Exercise sound judgment and discretion with confidential information.

• Adapt to interruptions and changing priorities.

• Communicate professionally with individuals from diverse backgrounds.

• Demonstrate emotional intelligence, professionalism, and effective conflict-resolution skills.

• Work collaboratively with interdisciplinary teams while maintaining a participant-centered approach.

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Work Environment

• Professional office and adult medical day healthcare environment.

• Frequent interaction with participants with physical, developmental, cognitive, and behavioral disabilities.

• Moderate noise level consistent with an active healthcare program.

• Regular use of computers, office equipment, telephones, and electronic record systems.

• Occasional exposure to healthcare-related environments and participant care areas.

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Why Join The League for People with Disabilities?

For over 95 years, The League for People with Disabilities has empowered individuals of all abilities to gain independence, increase self-sufficiency, and improve their quality of life. We believe our employees are essential to fulfilling this mission and strive to create an inclusive, respectful, and collaborative workplace where every team member can thrive.

The League for People with Disabilities is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by applicable federal, state, or local law. Reasonable accommodations will be provided to qualified individuals with disabilities throughout the hiring process and employment, in accordance with the Americans with Disabilities Act (ADA).