Administrative Manager (Y-Haven)

YMCA of Greater Cleveland•Cleveland, OH

1d•Onsite

About The Position

This position will work with the Y-Haven Executive Director, Operations Director and Clinical Director to organize, manage and complete administrative projects to help Y-Haven operate efficiently and effectively. The Administrative Manager will manage essential administrative programs and lead Y-Haven staff in implementing them. Programs to manage include Y-Haven Program Fees, COVID-19 testing and vaccination, Homeless Management Information System (HMIS), Census Tracking, and Medicaid billing preparation.

Requirements

Bachelor’s Degree (please provide GPA)
At least two years’ experience of administrative work.
Exceptional organizing skills and attention to detail.
Excellent communication skills.
Must be highly proficient with MS Office and able to readily learn and adapt to new software programs.
Commitment to the mission of Y-Haven and the YMCA of Greater Cleveland.
Must be able to read, and write legibly and in an understandable manner.
Must be able to effectively communicate with and observe program participants, members and YMCA staff.

Responsibilities

Complete and distribute monthly client fee report
Collect fees, receipt and track
Oversee fee waiver process
Send late notices and communicate with staff
Reconcile fees, deliver to YMCA/CMHA
Track and communicate schedule for testing on Admission days to staff
Generate and distribute report of clients for vaccinations to counselors for scheduling
Communicate with Care Alliance representative to track results and attendance rates
Enter client data into County HMIS system
Create and send Annual Program Reports (APR)
Collect missing information from staff
Reconcile Y-Haven records with HMIS records
Ensure Medicaid and ADAMHS Board billing accuracy.
Ensure accurate resident insurance information.
Oversee data accuracy for insurance and ADAMHS Board billing
Investigate billing issues and work with staff on necessary corrections
Organize monthly Medicaid Review meetings
Track and update Admissions, room/group changes, illnesses, and discharges for 180-250 residents.
Track and update changes in “AWARDS” electronic medical records and review for accuracy daily/weekly.
Coordinate with Custodial Staff for up to date roster of occupied and vacant rooms.
Generate regular Census reports.
Assist with vendor management and sourcing supplies and equipment
Complete purchase orders, invoicing (cross referencing orders), and reconciling supply and equipment orders
Create and oversee supply and equipment inventory
Generate clinical reports using “AWARDS” electronic medical records.
Assist with reporting to OMHAS, VA, ADAMHS Board, and other funders
Staff productivity & outcome reporting
Respond to clinical record requests of former residents
Assist with preparations for Y-Haven clinical and operational inspections and audits.
Participate in team meetings, in-service trainings and coordination meetings.
General office duties
Other duties as assigned
Be visibly involved with Y-Haven participants, volunteers and staff in a positive, friendly manner that communicates and demonstrates the YMCA’s core values of caring, honesty, respect and responsibility.
Follows all established policies and procedures, including but not limited to: safety practices and personnel policies.
Participate in and support association events and fund raising activities.
Maintain a clean and orderly work environment.
Secure required trainings and/or certifications necessary for the position.
Other duties as assigned by supervisor.