Administrative Manager (Y-Haven)

YMCA of Greater Cleveland Recruitment Team • Cleveland, OH

21h • Onsite

About The Position

Y-Haven provides temporary housing and drug and alcohol treatment to adults in Cuyahoga County who are most in need. Formed in 1993 by the YMCA of Greater Cleveland, Y-Haven has helped thousands recover from addiction, secure permanent housing, and re-build their lives. Y-Haven offers healing and hope. 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.

Benefits

• A free membership to your local YMCA
• Discount to YMCA programs including childcare (part-time positions do not receive discount on childcare).
• Additional employee discounts at many places in and around town, just for being a YMCA of Greater Cleveland employee.
• Comprehensive Benefits Plan including Health, Dental, Vision, Employee Assistance Plan, Retirement 8% paid by the YMCA of Greater Cleveland and paid vacation.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees