Administrative Manager

Ready, Set, Smile PA • Minneapolis, MN

3d • $26 - $30

About The Position

The Administrator is an integral role at Ready Set Smile, responsible for supporting organizational effectiveness through financial and administrative functions. The role includes detailed areas of responsibility and assistance in other areas as needed, and requires confidentiality, flexibility, and the ability to work well with others.

The position works collaboratively with leadership to support high-quality, mission-centric work and the strategic plan, while modeling Ready Set Smile’s values and standards for quality and patient care. It oversees facilities operations, office systems, supplies, equipment, non-program events, and financial administration. The role also supervises the MNsure Navigator and Volunteer Coordinator, supports program performance and compliance, and helps new Community Health Worker staff learn their responsibilities. The employee may work at clinics when staffing is short, no more than four times per month.

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 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 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

• Collaborate with leadership to support high-quality, mission-centric work and achieve the strategic plan.
• Model Ready Set Smile values and high standards for quality and patient care.
• Handle and maintain strictly confidential, HIPAA-compliant materials.
• Use institutional knowledge to support staff and programs.
• Manage facilities operations, including maintenance, repairs, landlord relationships, and communication of facility policies or changes.
• Answer the main phone line and respond to walk-in visitors at the front desk when in the office.
• Receive and deliver mail and packages.
• Serve as the primary contact for the phone system, non-dental IT, and the 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.
• Ensure non-program events are calendared with relevant details, and participate in planning, leading, and follow-up for those events.
• Track and pay organizational bills, input information for the accountant, monitor accounts, send and track invoices, and track expenses.
• Manage Divvy and staff expenses and review financial transactions monthly as a quality check.
• Track and understand organizational insurance agreements, including property and Directors and Officers insurance; healthcare and employee-benefits billing relationships are excluded.
• Oversee MNsure Manager Portal activities to ensure compliance and timely completion of program requirements.
• Supervise the MNsure Navigator, providing guidance, support, and performance oversight to help achieve 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 in coordination with the Volunteer Coordinator.
• Collaborate with the Volunteer Coordinator to identify volunteer needs for program and organizational initiatives.
• Support and guide new Community Health Worker staff as they learn their responsibilities.
• Work at clinics when needed because of short staffing, no more than four times per month.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED