Administrative Supervisor

Canopy Roots•Minneapolis, MN

23h•Hybrid

About The Position

Administrative Supervisor at Canopy Roots + Canopy Mental Health & Consulting As our Administrative Supervisor, you will oversee all administrative duties between Canopy Roots and Canopy Mental Health and Consulting, supervise Administrative Coordinators and Medical Assistants, and ensure seamless operations through shared norms, onboarding, and cross-training initiatives. This position will report to the Business Operations Manager.

Requirements

High school diploma or equivalent education
2 or more years of administrative assistant/coordinator experience
Experience working in health care or human services
Passionate and knowledgeable about multiculturalism and equitable healthcare access
Knowledgeable of the social and economic challenges of the communities that Canopy serves
Valid driver's license and current automobile insurance

Nice To Haves

Practical experience working with psychiatry services
Experience motivating, mentoring, and developing remote teams
Associate degree or higher in business administration, psychology, human services, criminal justice, behavioral sciences, or other related fields
Leadership or supervisory experience
Knowledge of Google Workspace, Adobe Acrobat, and Zoho

Responsibilities

Supervise the team of Administrative Coordinators and Medical Assistants.
Implement shared norms and processes between teams through onboarding and cross-training.
Interview, hire, coach, and delegate tasks as needed.
Conduct annual performance reviews and handle staff performance improvement plans, warnings, and documentation.
Provide coverage for Administrative Coordinators and ensure front desk coverage during business hours.
Create and develop policies and procedures to improve workflow, systems, customer service, and intake/scheduling processes.
Coordinate with clinicians to ensure efficient client scheduling and intake processes, including interpretation services.
Provide quality customer service and administrative support to clients.
Field and triage inquiries via various mediums for Canopy MHC.
Manage the Zoho client database, tracking calls, emails, clinician waitlists, and running reports.
Track call volume trends and adjust department resources accordingly.
Collaborate with the billing team for insurance eligibility, client communication, and payment processes.
Send client satisfaction surveys, responding to medical records requests, collecting releases of information, and uploading records into EHR.
Complete onboarding/offboarding tasks related to office technology for MHC staff.
Oversee and train on basic office technology hardware, coordinating with IT contractors and cell providers.
Update staff lists, office space spreadsheets, and managing office rent.
Oversee office access, tools, space use, cleaning, maintenance, plant care, and organizing supplies.
Coordinate office tasks like website updates, business card orders, and office/building maintenance orders.
Maintain client confidentiality per HIPAA regulations, including annual training.
Attend to needs at both office locations.
Undertake other projects and duties as assigned.