Administrative Operations Specialist (3149)

Grace Harbour•Gantt, SC

1d•Hybrid

About The Position

The Administrative Operations Specialist provides administrative support to ensure ncgCARE partners are operating efficiently. Reporting to the Partner Director of Operations, this role provides critical support for administrative functions under the general direction of the ncgCARE system, as well as functions under the general direction of the local partner. This role requires strong organizational skills, excellent communication skills, attention to detail, and the ability to exercise discretion in managing a wide range of operational responsibilities. The position involves administering and tracking incentive, stipend, and special pay programs, coordinating with the ncgCARE payroll department, and providing reporting to ncgCARE and Partner leadership. It also includes coordinating all partner-specific contracts, ensuring they are loaded into CONCORD for approval routing, and coordinating with appropriate ncgCARE departments to ensure review, approval, and archiving in accordance with protocol. A key responsibility is maintaining a constant state of accreditation readiness by understanding CARF regulations, assisting partners with front-line questions, consulting with the ncgCARE QA department, managing documentation, maintaining local policy manuals, and ensuring safety protocols are followed. Additionally, the specialist oversees facilities and programs by maintaining local relationships and contracts for facility needs, serving as the point of contact for maintenance requests, coordinating between ncgCARE and landlords, traveling to inspect all facilities, maintaining documentation of inspections, and ensuring facilities meet ncgCARE standards. Discretion is required for managing facility-related concerns and escalating complex issues appropriately.

Requirements

A High School diploma is required
Proficient with productivity tools (e.g., Spreadsheets, PowerPoint, Word) and use of technology
Highly organized, task-oriented, independent worker
Possess a valid driver’s license with a driving record in good standing if driving a personal vehicle in the course of work

Nice To Haves

A bachelor’s Degree in business or human services is preferred
Minimum of 2 years of experience in the health and human services field

Responsibilities

Provide administrative support to ensure daily operations run smoothly
Track and manage incentive pay, contracts, and required documentation
Maintain compliance with policies, procedures, and accreditation standards
Coordinate facility needs, including maintenance, inspections, and vendor communication
Administer and track incentive, stipend, and special pay programs
Coordinate with the ncgCARE payroll department to ensure that all incentives and other payments are executed in accordance with approved compensation programs
Provide reporting on direct incentive programs, bonus programs, pay stipends, and other special pay programs to ncgCARE and Partner leadership as required
Coordinate all partner-specific contracts to include loading into CONCORD for approval routing, and coordinating with appropriate ncgCARE departments (e.g., Finance, Legal, Development, etc) to ensure that all contracts are reviewed, approved, and archived in accordance with ncgCARE protocol
Maintain working knowledge of CARF (or other chosen accreditation body) regulations
Maintain a working copy of the current rules to assist partners in answering front-line questions
Consult with the ncgCARE QA department for standard reviews of readiness
Manage all documentation under the general direction of the ncgCARE QA department to ensure that documentation of meeting accreditation guidelines at the partner is maintained at all times
Maintain the local policy manual in the sanctioned ncgCARE storage location and format
Ensure that all policies are current and are reviewed as outlined by ncgCARE policy
Ensure that all safety protocols are followed, which may include coordination with local leadership or performing safety protocols directly (e.g., fire inspections)
Maintain a series of local relationships and or contracts for facility needs
Ensure that all contractual agreements are reviewed and executed in accordance with the ncgCARE policy
Serve as the point of contact for all maintenance-related requests and coordinates between ncgCARE and landlords to ensure that all facilities are properly maintained
Travel to all locations as necessary, to inspect all facilities
Maintain documentation of all inspections
Ensure, through maintaining records and through visual inspections, that all ncgCARE facilities meet the ncgCARE standards established
Coordinate with Finance and Legal departments if repairs, replacement, or maintenance beyond budget is required
Exercise discretion in managing facility-related concerns and escalates complex issues appropriately

Benefits

Competitive hourly pay aligned with your role, experience, and contribution, with opportunities for growth over time
Consumer-driven health plan coverage provided by Anthem Wellness
Complete care support on your time through Sydney app (Anthem), with exclusive access to 24/7 access to licensed doctors, therapists, and psychiatrists
Health Savings Account (HSA)
Flex Spending Account (FSA)
Two dental plan options available through Delta Dental
Affordable vision plan available through EyeMed
An optional Dependent Care Flexible Spending Account to reimburse yourself on a pre-tax basis for childcare
Generous paid time off
401k or Roth IRA Retirement Programs administered by Empower
Financial planning and education services at no cost to you
Voluntary supplemental benefits (Accident, Critical Illness, Short-Term Disability)
Educational Assistance (your position, date of hire and years of service determine your eligibility)
Licensure Residency Program for Full-time Clinical Staff
Advancement and Career Development Opportunities