Administrative Operations Manager

Mosaic Pediatric Therapy•Matthews, NC

20d•Onsite

About The Position

Mosaic Pediatric Therapy is hiring an Administrative Operations Manager (AOM) to support its Matthews clinic. The AOM is the clinic’s operations leader, managing key aspects of clinic operations to meet performance targets, including scheduled-hours fulfillment, clinical staff utilization, and overall billable hours. The role’s day-to-day work includes staff scheduling, facility management, family and patient communication, and new-patient onboarding. The AOM also provides administrative orientation for new hires and enforces administrative, operations, and human resources policies. The AOM reports to the Clinical Director and monitors and reports key performance indicators to the Clinical Director, Vice President of Clinical Operations, and Chief Executive Officer. The position also supports appointment documentation and revenue-cycle targets, maintains clinic supplies and facility relationships, and addresses non-clinical concerns from families. Other duties may be assigned by the Clinical Director or Vice President of Clinical Operations.

Requirements

Bachelor’s degree in Business Administration/Management, Healthcare Management, Information Systems, Project Management, Accounting, Finance, Operations Research, Statistics, or Industrial Engineering, or an equivalent combination of education and work experience.
At least one year of experience in an operations or business management role; healthcare experience is preferred but not required.
Strong working knowledge of Microsoft Excel or Google Sheets.
Customer-service orientation and ability to build strong working relationships with staff members and patient families.
Ability to learn quickly, perform multiple tasks, and organize work systematically and efficiently.

Nice To Haves

Healthcare experience.

Responsibilities

Monitor and report key performance indicators to the Clinical Director, Vice President of Clinical Operations, and Chief Executive Officer.
Develop and maintain the client/therapist master schedule to maximize clinic and therapist utilization while fostering continuity and quality of care.
Modify daily schedules as needed to accommodate client and therapist absences.
Notify clinical staff and parents of appointment changes in a timely manner.
Review and approve therapist time-off requests in accordance with clinic scheduling guidelines and time-off policies.
Facilitate client sign-in and sign-out at appointments and document late arrivals and pickups.
Ensure clinical staff submit appointment documentation promptly to support revenue-cycle targets.
Build and maintain professional working relationships with patients and their families, addressing non-clinical family concerns.
Manage and monitor clinic supplies inventory and replenishment schedules.
Maintain relationships with the landlord and subcontractors, and facilitate repairs and maintenance as necessary.
Prepare for new hires and train them on administrative functions and policies.
Enforce administrative, operations, and human resources policies.
Perform other duties assigned by the Clinical Director or Vice President of Clinical Operations.