Job Description
Join to apply for the Office Manager role at VITALE NURSING INC
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Join to apply for the Office Manager role at VITALE NURSING INC
Description:
Job Type: Full-Time | Exempt
Salary Range: $95,000 $115,000 annually, depending on experience Location: Santa Monica, CA.
Core Hours: MondayFriday, 8:00 AM 5:00 PM (may be asked to work longer hours as needed)
On-Call: Rotating on-call coverage two weekends per month and some holidays
Company Overview Vitale Nursing, Inc. is a premier concierge nursing and caregiving provider serving Los Angeles County and surrounding areas
Position Summary - The Office Manager is a key leadership role responsible for overseeing the daily administrative and operational functions.
Scope and Impact - This role directly impacts the efficiency, compliance, and quality of care delivery across the organization.
Essential Functions - Manage day-to-day office operations and ensure compliance with internal policies and healthcare regulations (e.g., - Oversee scheduling and coordination of nursing and caregiving staff using all platforms provided.
- Maintain digital and physical records, trackers, and documentation.
- Coordinate with payroll, HR, and accounting teams to ensure timely and accurate processing.
- Lead onboarding, orientation, and training of new hires.
- Monitor staff performance, attendance, and adherence to protocols.
- Provide ongoing support and coaching to administrative and field staff.
- Conduct regular team check-ins and performance evaluations.
- Serve as the primary point of contact for client inquiries and service coordination.
- Maintain professional relationships with vendors, physicians, and referral sources.
- Support client intake and care coordination processes.
- Ensure proper use and maintenance of office technology and software systems.
- Provide technical support and training to staff on platforms such as Microsoft Office, Google Workspace, AlayaCare, and CareAcademy, etc.
- Identify and implement process improvements to enhance operational efficiency.
- Participate in leadership meetings and contribute to strategic planning.
- Lead special projects and initiatives as assigned by executive leadership.
- Liaison between upper management.
Problem Solving & Decision-Making - Resolve scheduling conflicts, client concerns, and operational disruptions with urgency and professionalism.
- Analyze workflow inefficiencies and recommend solutions.
- Exercise sound judgment in high-pressure or time-sensitive situations.
Leadership Skills & Competencies - Emotional Intelligence: Ability to lead with empathy and build trust across diverse teams.
- Communication: Clear, professional, and adaptable communication with staff, clients, and stakeholders.
- Strategic Thinking: Ability to align daily operations with long-term organizational goals.
- Adaptability: Comfortable navigating change and ambiguity in a fast-paced healthcare environment.
- Team Building: Foster a collaborative and supportive work culture.
Compensation & Benefits - Competitive salary: $95,000 $115,000 DOE
- Health, dental, and vision insurance
- 401(k) retirement plan
- Paid sick leave
- One week of paid vacation after one year of service
- Company-issued laptop and business cell phone
Requirements: Problem Solving & Decision-Making - Resolve scheduling conflicts, client concerns, and operational disruptions with urgency and professionalism.
- Analyze workflow inefficiencies and recommend solutions.
- Exercise sound judgment in high-pressure or time-sensitive situations.
Leadership Skills & Competencies - Emotional Intelligence: Ability to lead with empathy and build trust across diverse teams.
- Communication: Clear, professional, and adaptable communication with staff, clients, and stakeholders.
- Strategic Thinking: Ability to align daily operations with long-term organizational goals.
- Adaptability: Comfortable navigating change and ambiguity in a fast-paced healthcare environment.
- Team Building: Foster a collaborative and supportive work culture.
Minimum Qualifications - 2-5 years of office management or supervisory experience in a healthcare or concierge setting.
- 1+ year of experience scheduling for multiple staff members.
- Familiarity with HIPAA, confidentiality standards, and healthcare compliance.
- Proficiency in Google Workspace, Microsoft Office, and Adobe Acrobat.
- Strong organizational, customer service, and problem-solving skills.
- Willingness to sign NDA and Non-Circumvent Agreements.
Preferred Qualifications - Experience working with high-profile clients or in concierge medical services.
- Familiarity with AlayaCare, CareAcademy, and payroll systems, Paylocity.
- Prior caregiving or clinical experience.(Preferred)
- Bachelors degree in healthcare administration, business, or related field.
Seniority level
Seniority level
Mid-Senior level
Employment type
Employment type
Full-time
Job function
Job function
Administrative -
Industries
Wellness and Fitness Services
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Job Tags
Full time, Work at office, Weekend work,