Lead Administrative Support Staff

Center for Life Management•Salem, NH

10h•$26 - $27•Onsite

About The Position

Fulfill your purpose at CLM: https://www.youtube.com/channel/UC8bCS3JufXrPyr7SgiLrusQ Center for Life Management (CLM) provides the area's most comprehensive array of outpatient mental healthcare. We offer innovative and evidence-based services that enhance the health and well-being of individuals and families. We partner with local and statewide organizations to achieve our mission and together build stronger communities and greater awareness for whole health and wellness. The Lead Administrative Support Staff serves as the primary administrative lead for CLM’s Birch location children’s practice. This role ensures smooth daily front office operations, delivers a welcoming and supportive patient experience, and provides coordination and leadership to administrative, clinical, and case management teams. This position functions as a working lead performing all core front desk responsibilities (check-in/check-out, phones, scheduling, EHR updates, client assistance) while also providing day-to-day supervision, workflow coordination, and leadership to the administrative support team. While primarily assigned to the Birch site, the Lead may provide cross-site support if urgent or emergent needs arise at other CLM offices. The Lead Administrative Support Staff plays a key role in maintaining efficient workflows, ensuring EHR accuracy, supporting operational readiness, and monitoring productivity standards. This position reports directly to the Administrative Operations Manager and works collaboratively with clinical and case management leadership. This is a full-time, 40-hour per week position. Schedule: Monday–Friday, 9:00 AM – 5:30 PM.

Requirements

High school diploma or equivalent required.
Minimum 3 years of front office, medical office, or administrative coordination experience, preferably within a medical or behavioral health setting.
Familiarity with Electronic Health Record (EHR) systems.
Strong organizational skills, ability to problem solve, multi-task, and manage competing tasks while attending to details and adhering to deadlines.
Excellent communication and customer service skills required to interact with clients, family, staff and visitors in a clear and professional manner.
Ability to work independently in a newly established setting.
Ability to maintain composure and exercise sound judgment in routine, urgent, and emergent administrative tasks
Proficient computer skills and knowledge of Microsoft office applications with emphasis on Word, Excel, Outlook and TEAMS.
Ability and desire to work as part of a team while also able to be self-directed and motivated with minimal supervision
Flexibility to adapt schedule and fill in as needed.
Ability to acquire and effectively execute new skills as needed according to evolving department needs.

Nice To Haves

Additional training or certification in medical administration desirable.
Experience in a lead, supervisory, or team-direction capacity strongly preferred.
Leadership or lead administrative experience preferred.

Responsibilities

Front Office & Patient Experience Serve as the lead administrative staff member for the children’s practice.
Greet patients and families in a professional, welcoming manner.
Oversee and ensure completion of all check-in and check-out procedures.
Notify providers promptly when patients arrive.
Update and verify patient information in the EHR system.
Accurately collect and document copayments.
Schedule follow-up appointments as needed.
Perform all regular front desk responsibilities as a working lead and model best practices.
Administrative Leadership & Supervisory Responsibilities Create and manage the daily front office coverage schedule, ensuring adequate staffing at all times.
Interview and hire administrative staff in partnership with the Administrative Operations Manager.
Complete performance evaluations for administrative support staff.
Manage performance concerns and corrective actions in collaboration with the Administrative Operations Manager.
Approve timecards, schedules, and time off requests for administrative staff.
Handle attendance management, including monitoring call-outs and coordinating coverage.
Assign and prioritize daily workflow for administrative staff to support operational efficiency.
Onboard and train new administrative team members.
Track, monitor, and maintain office metrics, productivity measures, and operational reports as required.
Provide cross-site administrative support during emergent staffing needs at other CLM offices when possible.
Ensure consistency, accuracy, and quality in all front office processes.
Communicate regularly with the Administrative Operations Manager regarding staffing, workflow, trends, and operational needs.
Clinical & Case Management Support Provide administrative support to clinical and case management staff Facilitate communication between providers and front office staff Ensure administrative processes align with clinical needs
Office Operations Ensure the office environment is organized and operating efficiently Oversee ordering and maintenance of office and administrative supplies Monitor supply levels to ensure uninterrupted operations Support general office needs to maintain a productive work environment
General Responsibilities Perform functions professionally and in a manner that protects the integrity and confidentiality of clients and staff Actively participate in appropriate team meetings and committees as requested by supervisor.
Represent CLM in a professional and appropriate manner in all settings.
Perform all other duties as assigned by supervisor.

Benefits

Comprehensive health insurance (medical, dental, vision)
Health Reimbursement Arrangement
Flexible Spending Account
Paid earned time (3 weeks in year one, caps at 6 weeks)
Paid holidays (8) with bonus birthday holiday in your birth month
403(b) Retirement Savings Plan with 3% company contribution upon 1 year of employment
Life Insurance paid by company
Short- and Long-Term Disability paid by company
Accidental Death and Dismemberment Insurance paid by company
Employee Assistance Program (EAP), accessible to staff and their natural supports
Company issued cell phone and laptop as needed for role
Scholarship for professional advancement
Mileage reimbursement for applicable positions
On the job training and continuing education opportunities
Rewarding and supportive work environment with excellent opportunities for career growth
Meaningful relationships with your co-workers and the individuals we serve
Flexible work schedule
Teamwork, teamwork and more teamwork!