Office Manager, Peer Assistance Monitoring Programs

ORGANIZATION BACKGROUND

The Foundation of the Pennsylvania Medical Society is a nonprofit, tax-exempt public organization established in 1954 as the philanthropic affiliate of the Pennsylvania Medical Society. Its mission is to sustain the future of medicine in Pennsylvania by providing programs that support medical education, physician health, and excellence in practice. The Peer Assistance Monitoring Programs (PAMP) provide education and information about impairment issues, intervention, triage and referral, and monitored recovery to all eligible healthcare professionals. The PAMP handles a high volume of telephone calls and digital material, which can take priority over the primary position responsibilities outlined here.

POSITION SUMMARY:

The Office Manager focuses on providing administrative and financial oversight to the Peer Assistance Monitoring Programs.

QUALIFICATIONS: Required Skills/Education/Knowledge

•  Minimum 2 years’ experience in a similar role
• Knowledge of addiction/12-Step recovery is a plus
• Strong interpersonal, communication (verbal and written), and problem-solving skills
• Ability to work independently and within a team
• High standard of accuracy and attention to detail
• Strong organizational skills
• Proficient in database operations and data entry
• Proficient in Microsoft Office Suite (Word, Excel, SharePoint, PowerPoint)
• Ability to manage multiple projects simultaneously and meet deadlines
• Ability to maintain highly sensitive and strictly confidential information
• Valid state-issued driver’s license

SPECIAL REQUIREMENTS:  

This position requires the ability to communicate with and work cooperatively with many different people internally and externally, and the ability to adjust to constant change.  

ESSENTIAL DUTIES:

1. Supervise and manage all administrative staff for the PAMP service line.
2. Provide administrative oversight and management of PAMP documents for the director, medical directors, case managers, assistant case managers, and Foundation staff (as needed).
3. Provide direct training for PAMP office protocols and processes for all new PAMP employees.
4. Manage the payment process for all services for participants and state payors, including preparation of state, Affinity, and participant fee invoices for payment; creation of invoices and processing of advocacy fee payments.
5. Manage scholarship assistance payments and track all assistance funds.
6. Prepare and process monitoring fee year-end mailings.
7. Coordinate and/or oversee the operational setup of all Advisory Committee meetings and follow-up with committee members.
8. Maintain all Advisory Committee lists and historical appointments.
9. Manage and/or direct the transcription of all Advisory Committee meeting minutes and case conference notes.
10. Schedule and coordinate PAMP presentations and related follow-up with the Foundation Executive Director, PAMED membership, the requesting entity, the presenter, and the PAMED CME office when applicable.
11. Manage the preparation of monitoring agreements for signature.
12. Process signed monitoring agreements and releases.
13. Ensure the maintenance and update of the office procedure manual.
14. Proofread/edit letters and PowerPoint presentations.
15. Process incoming and outgoing correspondence.
16. Assist and follow up on incoming calls.
17. Scan documents.
18. Maintain inventory of PAMP printed materials.
19. Maintain and update program forms and monitor the accuracy of the website information.

20. Purchase postage stamps and office supplies (when necessary).

21. Actively assess and improve contributions to company culture by practicing advocacy meaningfully, encouraging and respecting individuals' ideas and experiences, elevating colleagues' confidence to bring their whole and best selves to work, and navigating all communication based on active listening and thoughtful dialogue.

OTHER ADDITIONAL DUTIES MAY INCLUDE:

Assists with coordination of other PAMP, Foundation, or PAMED initiatives, as well as other duties that may be requested or assigned.                                                      

WILL COLLABORATE WITH:

• Executive Director, Foundation of the Pennsylvania Medical Society
• Medical Directors, Peer Assistance Monitoring Programs
• Director, Peer Assistance Monitoring Programs
• Case Managers, Peer Assistance Monitoring Programs
• Assistant Case Managers, Peer Assistance Monitoring Programs
• Intake Coordinators, Peer Assistance Monitoring Programs
• Billing, Data & Training Manager, Peer Assistance Monitoring Programs
• Foundation staff as needed

PHYSICAL ACTIVITIES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

* Sedentary work. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Hearing and speech to communicate in person, before groups, and over the telephone. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

* Operation of a motor vehicle, occasionally                                      

This PDQ accurately reflects the duties, qualifications, and other requirements of this position.

Revised: 03/18/2025

EOE - It is the policy of PAMED and the Foundation of PAMED to ensure equal employment opportunity without discrimination or harassment based on race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, disability, marital status, veteran status, citizenship, genetic information, possession of a General Educational Development certificate as opposed to a high school diploma, or any other characteristic protected by applicable federal, state or local law. This commitment applies, but is not limited, to decisions made with respect to hiring, placement, compensation, benefits, promotions, demotions, transfers, terminations, layoffs, return from layoffs, administration of benefits, and all other terms and conditions of employment.