Administrative Manager

Pacific Health Group • Claremont, CA

70d • $72,000 - $78,000 • Hybrid

About The Position

The Administrative Manager is responsible for overseeing designated administrative functions within Pacific Health Group, with primary responsibility for Administrative Assistant operations, Contracting/Grants/RFP administration, and Data Administration. This position provides direct supervisory leadership over assigned administrative personnel and ensures these functions operate efficiently, accurately, and consistently. The Administrative Manager is responsible for establishing workflows, assigning and tracking work, monitoring deadlines and deliverables, maintaining quality standards, and addressing barriers within the assigned areas of responsibility. The role requires strong organizational leadership, independent judgment, attention to detail, accountability, and exceptional follow-through.

Requirements

• Minimum of 3–5 years of progressively responsible experience in administration, operations, project coordination, contracting, data administration, or a related field.
• Previous supervisory or management experience strongly preferred.
• Experience supervising administrative or data-support personnel preferred.
• Experience coordinating contracts, grants, government RFPs, RFQs, or similar proposal processes preferred.
• Experience managing multiple priorities, deadlines, and stakeholders simultaneously.
• Strong administrative leadership and supervisory skills.
• Exceptional organizational and time-management skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple deadlines and competing priorities.
• Strong written and verbal communication skills.
• Ability to work independently with limited day-to-day supervision.
• Strong delegation, accountability, and follow-through skills.
• Experience developing and maintaining administrative tracking systems.
• Ability to identify problems, evaluate options, and implement practical solutions.
• Ability to coordinate effectively across departments while respecting established reporting structures.
• Strong professional judgment and discretion.
• Ability to appropriately escalate unresolved concerns.
• Proficiency with Microsoft Office and/or Google Workspace.
• Experience with project-management, data-management, CRM, or administrative tracking platforms.
• Ability to learn and adapt to new technology and organizational systems.
• Ability to thrive in a fast-paced and growing organization.
• Ability to perform prolonged periods of computer-based and administrative work.
• Ability to communicate effectively through phone, video conferencing, email, and other electronic communication platforms.
• Ability to attend in-person meetings, trainings, or organizational events as required.
• Must be able to work effectively within PHG's hybrid work environment.
• Occasional travel may be required based on organizational or operational needs.
• Must maintain reliable transportation when travel is required for business purposes.

Nice To Haves

• Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, Management, or a related field preferred.
• Healthcare, managed care, behavioral health, community health, social services, or similar industry experience preferred.

Responsibilities

• Provide direct supervision and leadership to assigned Administrative Assistant personnel.
• Establish clear responsibilities, priorities, deadlines, workflows, and performance expectations.
• Assign and delegate administrative responsibilities based on organizational needs.
• Monitor assignments and deliverables through completion.
• Conduct regular one-on-one meetings with direct reports.
• Provide ongoing coaching, feedback, training, and professional development.
• Monitor performance, productivity, responsiveness, attendance, accuracy, and accountability.
• Conduct performance evaluations for assigned personnel.
• Address performance concerns promptly and partner with Human Resources when coaching, corrective action, or performance improvement is necessary.
• Participate in recruitment, interviewing, onboarding, and training for assigned positions.
• Develop and maintain standardized administrative workflows and procedures.
• Promote professionalism, responsiveness, accuracy, ownership, and follow-through.
• Oversee administrative processes related to organizational contracts, grants, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and similar opportunities.
• Maintain centralized tracking of active contracts, renewals, expiration dates, submission deadlines, deliverables, and required documentation.
• Develop and maintain calendars and tracking systems for critical deadlines.
• Monitor upcoming requirements and proactively communicate deadlines to appropriate stakeholders.
• Coordinate with internal departments and subject-matter experts to obtain information and documentation required for submissions.
• Oversee the assembly, formatting, organization, review, and administrative preparation of proposals and supporting materials.
• Track contract execution, amendments, renewals, expirations, and associated administrative requirements.
• Ensure contract, grant, and RFP documentation is appropriately maintained and readily accessible.
• Identify missing documentation, potential delays, or administrative barriers and work with the appropriate stakeholders toward resolution.
• Escalate significant risks, missed deadlines, or unresolved issues through the appropriate leadership channels.
• Develop standardized processes and checklists to improve accuracy, consistency, and submission readiness.
• Provide direct supervision and oversight of assigned Data Administration personnel.
• Establish expectations for data entry, tracking, reporting, accuracy, and timeliness.
• Ensure assigned administrative data and reporting responsibilities are completed accurately and within established deadlines.
• Establish processes to identify incomplete, inaccurate, inconsistent, duplicate, or overdue data.
• Implement appropriate quality-control measures and routine data reviews.
• Monitor data-related workflows and identify recurring errors or inefficiencies.
• Develop corrective workflows when data-quality concerns are identified.
• Coordinate with Operations, Quality Assurance, Finance, Human Resources, and other departments when data responsibilities overlap.
• Support development and maintenance of reports, dashboards, trackers, and administrative tools.
• Ensure administrative data is organized, accessible, and maintained according to organizational requirements.
• Promote consistency and accountability in data-management practices.
• Develop and maintain Standard Operating Procedures (SOPs) for assigned administrative functions.
• Evaluate existing workflows and identify opportunities to improve efficiency, accuracy, and accountability.
• Implement standardized processes across Administrative Assistant, Contracting/Grants/RFP, and Data Administration functions.
• Develop trackers, calendars, checklists, templates, and other administrative tools.
• Identify recurring administrative barriers and implement practical solutions.
• Support technology and workflow improvements affecting assigned administrative functions.
• Ensure processes remain scalable as organizational needs evolve.
• Communicate requirements, establish and track organizational deadlines associated with their assigned administrative functions, request necessary documentation or information, follow up on outstanding deliverables, and identify or escalate barriers.
• Identify the issue and its potential impact.
• Communicate with the appropriate Department Manager.
• Clarify the required information, documentation, or deliverable and applicable deadline.
• Follow up appropriately on outstanding requirements.
• Maintain documentation of the status and follow-up.
• Identify potential solutions or administrative support that may resolve the barrier.
• Escalate significant or unresolved risks through the appropriate leadership channels.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Additional voluntary and supplemental benefit options, subject to plan eligibility
• Paid Time Off (PTO)
• Paid sick leave
• Paid company holidays
• Additional leave benefits in accordance with company policy and applicable law

What This Job Offers

• Job Type: Full-time
• Career Level: Manager