Administrative Manager

Ready, Set, Smile PA•MInneapolis, MN

About The Position

The Administrator is an integral role at Ready Set Smile, responsible for organizational effectiveness through financial and administrative functions. The role requires confidentiality, flexibility, collaboration, and support for the organization’s mission and strategic plan. It includes organizational leadership, facilities and office administration, supply and equipment management, non-program event coordination, financial administration, and supervision of the MNsure Navigator and Volunteer Coordinator. The Administrator also supports new Community Health Worker staff and may work at clinics when the organization is short-staffed, no more than four times per month. The position is based primarily in a temperature-controlled office environment, with some local travel potentially required. Compensation is $26.00–$30.00 per hour. Ready Set Smile is a nonprofit founded in 2013 that provides culturally rooted dental services, oral health education, and community outreach to low-income children and families of color who lack access to dental care.

Requirements

High school diploma or GED.
Community Health Worker certificate.
At least 3 years of experience working in a dental clinic as an unlicensed dental assistant.
At least 5 years working in a school-based health care nonprofit.
At least 3 years of experience working with QuickBooks, HubDoc, and Open Dental.
Experience managing staff.
Native Spanish speaker with the ability to write and communicate effectively in Spanish.
Ability to manage and make decisions in a fast-paced environment.
Ability to communicate effectively across sectors.
Ability to interface and engage with diverse volunteers, staff, and patient groups, including nonprofits, public schools, donors, and volunteers.
Strong organizational abilities, including team building, planning, delegating, program development, and task facilitation.
Demonstrated ability to oversee and collaborate with staff.

Responsibilities

Work collaboratively with leadership to support high-quality, mission-centric work and the strategic plan; model organizational values and high standards for quality and patient care.
Handle and maintain confidential materials in a HIPAA-compliant manner and use institutional knowledge to support staff and programs.
Manage facilities operations, including maintenance and repairs, landlord relationships, and communication of facility policies or changes.
Answer the main phone line, cover front-desk responses to walk-ins when in the office, and receive and deliver mail and packages.
Serve as the primary contact for the phone system, non-dental IT, and accountant; support staff in learning IT and phone systems.
Maintain inventory and order office supplies and equipment; coordinate with program staff on program supplies and equipment.
Calendar and coordinate non-program events, including planning, leading, and follow-up.
Track and pay organizational bills, input information for the accountant, monitor accounts, send and track invoices, and track expenses.
Manage Divvy and staff expenses, review financial transactions monthly as a quality check, and track and understand insurance agreements such as property and Directors and Officers coverage.
Oversee MNsure Manager Portal activities to ensure compliance and timely completion of program requirements.
Supervise and support the MNsure Navigator, including performance oversight and achievement of program goals, enrollment targets, and quality standards.
Evaluate MNsure program performance, identify process improvements, and recommend strategies to improve effectiveness.
Supervise the Volunteer Coordinator and monitor volunteer recruitment, onboarding, training, engagement, and recognition.
Ensure adequate volunteer staffing for clinics, outreach events, and special programs; collaborate with the Volunteer Coordinator to identify volunteer needs.
Support and guide new Community Health Worker staff as they learn their responsibilities.
Work at clinics as needed when RSS is short-staffed, no more than four times per month.