{"id":4193421,"url":"https://alion.io/job/phasewell-office-manager","title":"Office Manager","company":{"id":4420222,"name":"PhaseWell","domain":"phasewell.com","url":"https://alion.io/company/phasewell","size_band":"201-500","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Paylocity","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"GCP","optional":false},{"name":"HIPAA","optional":false},{"name":"Microsoft Office","optional":true}],"status":"live","first_seen_at":"2026-11-12T19:39:05Z","employer_posted_date":"2026-11-12","last_verified_at":"2026-11-12T19:59:29Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"description":"Description\nThe Office Manager keeps Community Clinical Research’s psychiatric clinical trial site running smoothly behind the scenes. This role is the first point of contact for prospective study participants calling the site, keeps the patient recruitment dashboard accurate and current, and serves as the site's go-to person for building maintenance and vendor coordination. The Office Manager also supports activity coordination on the unit and manages purchasing for unit needs. The ideal candidate is organized, calm under pressure, and brings warmth and discretion to every interaction with patients.\nKey Responsibilities\nPatient Recruitment Support\nServe as the first point of contact for inbound calls from prospective study participants, referral sources, and caregivers; answer questions professionally, empathetically, and within approved scripts.\nConduct initial call intake, capture caller information accurately, and route qualified leads to the recruitment and clinical teams for pre-screening in a timely manner.\nMaintain and update the patient recruitment dashboard daily, ensuring lead status, call outcomes, follow-ups, and referral sources are tracked accurately.\nManage callback queues and voicemail so that every inquiry receives a timely response.\nProtect patient privacy at all times, handling all participant information in accordance with HIPAA, GCP, and site SOPs.\nPartner with recruitment leadership to flag trends, bottlenecks, or data discrepancies seen in call volume and dashboard metrics.\nMaintenance & Building Operations\nAct as the first point of contact for all building maintenance, facilities, and repair issues at the site.\nCoordinate with third-party vendors and service providers, including scheduling, providing site access, overseeing work completion, and following up on open items.\nObtain approval before authorizing any vendor work, quotes, or maintenance-related expenditures.\nMaintain a log of maintenance requests, vendor contacts, service history, and recurring service schedules.\nSupport a safe, clean, and compliant environment for patients and staff, escalating urgent safety or facility concerns immediately.\nUnit Activity Coordination\nAssist with planning, scheduling, and coordinating activities on the unit.\nPrepare activity spaces and materials and help ensure activities run on time and align with study schedules and protocol requirements.\nCommunicate activity schedules and changes to unit staff and support a positive, structured environment for participants.\nUnit Purchasing\nPurchase supplies, equipment, and other items for the unit.\nTrack orders and deliveries, maintain receipts and purchase records, and reconcile purchases in line with company procedures.\nMonitor unit supply levels and proactively recommend restocking needs.\nOffice Administration\nOversee day-to-day front office operations, including office supplies, mail, and general administrative support for the site team.\nKeep office systems, shared files, and contact lists organized and up to date.\nSupport other site operations projects and administrative tasks as assigned.\nQualifications\nHigh school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or a related field preferred\n2-4 years of office management or administrative experience required, ideally in a clinical research, healthcare, or behavioral health setting\nStrong interpersonal and communication skills with the ability to build trust at all levels\nExcellent organizational skills with the ability to manage multiple priorities\nExperience handling high-volume inbound calls and maintaining CRM, recruitment dashboards, or similar tracking tools\nExperience coordinating facilities maintenance and third-party vendors\nWorking knowledge of HIPAA; familiarity with GCP and clinical trial operations is a plus\nProficiency with Microsoft Office and comfort learning new systems\nCompassionate, professional, and discreet communication with individuals living with mental health conditions\nSound judgment and the ability to know when to escalate issues to leadership\nCultural Values Fit\nPatients First -Every decision starts with the person in front of us. Quality and patient safety come first, no exceptions.\nHustle Harder -We start trials and enroll patients faster than almost anyone in the industry, and we hold ourselves to being easy to work with, not just quick.\nAuthenticity, Always - We say what's true, expect the same in return, and treat “no surprises” as a promise we keep, not a slogan on a wall. We'd rather show up as our normal selves than a polished version that doesn't hold up.\nServe with Joy - This is a people-first business before anything else. The work is complex, but we still find ways to have fun and take care of each other. When we make an impact, big or small, we celebrate it out loud.\nExcellence Together - Great research is never one person's win. Every role, from feasibility to quality, owns the outcome together, and one shared operating model keeps every site aligned. 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