Administrative Operations Manager

Mosaic Pediatric Therapy•Charlotte, NC

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, responsible for managing key aspects of clinic operations toward performance targets, including scheduled-hours fulfillment, clinical staff utilization, and overall billable hours. The role encompasses staff scheduling, facility management, family and patient communication, new-patient onboarding, administrative orientation for new hires, and enforcement of administrative, operations, and human resources policies. The AOM reports to the Clinical Director and may take on other duties assigned by the Clinical Director or Vice President of Clinical Operations. Mosaic describes its work environment as collaborative and supportive, and states that its hours of operation are 8 a.m. to 6 p.m., with no nights or weekends. The company offers medical, dental, and vision plans, short-term disability, a 401(k) with company match, competitive compensation, paid holidays, and 15 days of paid time off accrued annually beginning at hire. The advertised salary range is $50,000–$60,000 per year.

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 members 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 supporting 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 in accordance with 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 in a timely manner 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 supply inventory and replenishment schedules.
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.