Administrative Operations Manager

Mosaic Pediatric Therapy•Knightdale, NC

About The Position

Mosaic Pediatric Therapy is hiring an Administrative Operations Manager (AOM) to lead operations at one of its Raleigh clinics. The role supports clinic performance targets, including scheduled-hours fulfillment, clinical staff utilization, and billable hours. The AOM manages day-to-day administrative operations such as staff scheduling, facility management, family and patient communication, and new-patient onboarding. The position also provides administrative orientation for new hires and enforces administrative, operations, and human resources policies. The AOM monitors and reports on clinic performance indicators, maintains client and therapist schedules, coordinates appointment changes, and supports timely appointment documentation. The role also involves building relationships with patients and families, managing supplies and facility maintenance, and preparing and training new hires on administrative functions and policies. The AOM reports to the Clinical Director.

Requirements

Bachelor’s degree in a listed field—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.
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.
Ability to satisfactorily pass a background check.

Nice To Haves

Healthcare experience is preferred but not required.

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 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 according to clinic scheduling guidelines and time-off policies.
Facilitate client sign-ins and sign-outs 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.
Maintain relationships with the landlord and subcontractors and facilitate repairs and maintenance as needed.
Prepare for new hires and train them on administrative functions and policies.
Perform other duties assigned by the Clinical Director or Vice President of Clinical Operations.