Administrative Operations Manager

Mosaic Pediatric Therapy•Charlotte, NC

17h•$50,000 - $60,000•Onsite

About The Position

Mosaic Pediatric Therapy is seeking an Administrative Operations Manager (AOM) to lead operations at its Matthews clinic. The AOM manages key aspects of clinic operations toward performance targets, including scheduled-hours fulfillment, clinical staff utilization, and overall billable hours. The role includes staff scheduling, facility management, communication with families and patients, new-patient onboarding, and administrative orientation for new hires. The AOM also enforces administrative, operations, and human resources policies. The position reports to the Clinical Director.

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.
Strong working knowledge of Microsoft Excel or Google Sheets.
Customer-service orientation and ability to build strong working relationships with staff and patient families.
Ability to learn quickly, perform multiple tasks, and organize work systematically and efficiently.

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.
Adjust daily schedules to accommodate client and therapist absences and 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 relationships with patients and their families, addressing non-clinical family concerns.
Manage and monitor clinic supply 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.
Enforce administrative, operations, and human resources policies.
Perform other duties assigned by the Clinical Director or Vice President of Clinical Operations.