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Office Manager - Part Time in San Francisco, CA at Beacon Health Options

Date Posted: 3/26/2019

Job Snapshot

Job Description

General Summary:

This position performs a broad range of administrative and managerial tasks supporting the onsite Employee Assistance Program (EAP) at Pacific Gas & Electric (PG&E) located in San Francisco, CA including the Beacon Clinical Manager, Account Director, and EAP onsite contractors.   The Office Manager analyzes and organizes the office operations and procedures, and coordination with the team.  Additionally, this position is responsible for the quarterly budget forecast, monthly reconciliation, and management of internal and vendor related invoicing.

Essential Duties and Responsibilities:

  1. Provide general administrative support to the Beacon Health Options Clinical Manager and Beacon Health Options Senior Account Administrator including but not limited to maintaining the calendar, the Sharepoint site for the program, setting up meetings, correspondence, maintaining accurate files of both confidential and administrative records, and scheduling for the client’s Peer Volunteer Program and EAP onsite counselors Safety Summits. 

  1. When the client PG&E is in “Emergency Operations”, and the EOC (Emergency Operations Center) is activated, the Office Manager at the direction of the Clinical Manager will handle the responsibilities of notifying Beacon to activate Beacon’s vendor partner to staff DERs (Disruptive Events Response) and assist in organizing, scheduling, communication with the client’s EOC, and tracking all correspondence, requests, and spreadsheets and reporting to Clinical Manager.

  1. Provide general administrative support to Beacon Health Options Account Director, Beacon EAP Clinical Manager and Beacon contracted Onsite Counselors, including but not limited to compiling reports, producing training materials, maintaining SharePoint site, coordinating trainings and meetings, assisting in the production and design or marketing materials, ordering promotional materials, and working with Beacon and client’s technology centers to streamline business operations.

  1. Maintain a department budget tracking log monthly, using Taulia, and any financial system used by Beacon and client to verify payment of invoices and track actual department costs year-to-date.  Prepare budget forecast logs as needed by PG&E and Beacon for yearly/quarterly forecasts and for General Rate Case projects of client.  Manage the internal and vendor-related invoices by maintaining the budget logs, invoice records, binders, and SharePoint sites.

  1. Assist in semi-annual and annual report preparation and assembly.

  1. Manage the PG&E EAP primary office facility and field offices, including but not limited to, ordering office supplies, ensuring the facilities and equipment are in proper working order by working with PG&E to ensure that they are; ensuring that all building and system access is maintained for the Beacon contractors and employees working onsite at PG&E.

Qualifications for the job: 

College degree from accredited college, A.B., B.A., or B.S.

Previous experience:  demonstrated ability to use Windows platform; demonstrated employment experience with references; skills including good customer service skills, organizational skills, and ability to learn on the job. 

Skills:  organizational skills, computer skills, data base management skills, interpersonal and communication skills demonstrated through successful interview and communication via email and phone.  Demonstrated interest in cultural diversity.

To Apply:

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Beacon Health Options is proud to be an Equal Opportunity and Affirmative Action Employer as well as a Drug Free and Tobacco Free Work Environment.  EOE/AA/M/F/Veterans/Disabled

At Beacon Health Options, our candidate's data privacy is a top priority. Our recruiting team conducts all communications using official company email (@BeaconHealthOptions.com). Only candidates who have applied for an open position through our Careers page (careers.beaconhealthoptions.com) will be engaged in our interview process. Beacon conducts all interviews in person or over the phone. At no time during the recruiting process will any Beacon recruiter request any financial or personally identifiable information from you.