Administrative Operations Manager

Mosaic Pediatric Therapy•Matthews, NC

21d•$50,000 - $60,000•Onsite

About The Position

Mosaic Pediatric Therapy is hiring an Administrative Operations Manager to lead operations at its Matthews clinic. The role manages key aspects of clinic operations to meet performance targets, including scheduled-hours fulfillment, clinical staff utilization, and billable hours. Day-to-day work includes staff scheduling, facility management, family and patient communication, and new-patient onboarding. The manager also provides administrative orientation for new hires and enforces administrative, operations, and human resources policies. The Administrative Operations Manager 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 role supports clinic efficiency and continuity of care through schedule management, timely appointment communications, coordination with families and staff, and oversight of administrative processes. The position is based at the Matthews clinic. The organization describes its operating hours as 8 a.m.–6 p.m., with no nights or weekends. The listed annual salary range is $50,000–$60,000.

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 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 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 relationships with patients and families and address 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.
Enforce administrative, operations, and human resources policies.
Perform other duties assigned by the Clinical Director or Vice President of Clinical Operations.