Administrative Manager

Admin Manager

Salary Range: $65,000 - $72,000

Schedule: Monday - Friday; 8am - 4:30pm

This role is Hybrid with at least 4 days in office

Office Locations:

• 6200 N Hiawatha Ave. Chicago IL 60646
• 1400 W Greenleaf Ave. Chicago IL 60626
• 8541 S State St. Chicago IL 60619

Job Summary

The Admin Manager will provide oversight, training and regular supervision to program assistants, integrated health admin, and office coordinators across the agency with a focus on Outpatient, Intake and Supported Employment programs. The Admin Manager will develop training materials and complete training for admin staff and anticipate needs of the program. They will run regular meetings of the admins to ensure consistency across sites and teams and facilitate communication. The Admin Manager will complete regular supervisions with admin staff and communicate effectively with clinical leadership around admin's performance and needs. They will manage systems of communication and documentation between the clinical teams and administrative needs which ensure compliance while maintaining a professional and efficient relationship. They will support with setting agendas and taking notes for other meetings throughout the agency. They will provide support with coordinating client appointments and ensuring consistency and efficiency with scheduling across various platforms including in Carelogic, Athena One, and intake tracking, for programs across the agency. The Admin Manager will provide administrative and clerical coverage of critical tasks and support to Outpatient, Intake, and SEP teams as well as other staff in the office as needed.

Essential Responsibilities

• Provide direct supervision to program assistants and office coordinators throughout the outpatient and intake programs.
• Provide front desk coverage at the Hiawatha site and support with office management duties at other sites as needed.
• Develop and facilitate trainings for administrative tasks on day to day duties and new projects as needed.
• Facilitate regular Outpatient/Intake/SEP admin meetings to ensure consistency and streamlined processes across programs. Support with agency wide event planning across the agency as needed.
• Ensure coverage of critical tasks across all outpatient/intake program assistants and office coordinators which includes in person office coverage.
• Identify opportunities for consolidation, cross training, and shared responsibilities to ensure all programs have consistent high-level coverage for administrative tasks.
• Schedule initial and follow up appointments with Trilogy providers, along with providing client and staff member updates. Communicate with clients and staff regarding cancellations or changes to individual and group sessions as needed.
• Support with scheduling appointments with FQHC partners (Tapestry, Access) for Trilogy clients to expedite appointment scheduling, ensure consistent communication, and improve no show rates.
• Support with the referral process to specialty appointments to assist with tracking the process from referral to completion and increase follow through.
• Assist outpatient leadership with updating therapy waitlist and managing referrals; as well as responding to referral inquiries. Respond to and screen all intake referrals (phone and email) in a timely manner, as needed.
• Support with managing outpatient scheduling to facilitate efficiency and ongoing agency growth to ensure clients are served as quickly as possible according to their needs.
• Collaborate with Intake team to ensure timely scheduling of initial intakes & IMCANS with clinicians and ensure better communication between intake, outpatient and clients.
• Optimize scheduling processes to enhance operational efficiency and ensure seamless workflow coordination.
• Provide administrative and clerical support for clinical teams; i.e. documentation reminders, reporting of productivity numbers, appt cancellations, calendar maintenance, faxing, etc.
• Provide support to leadership around team operations (e.g. attendance at team meetings, leading/co-leading of meetings/events, maintenance of contact lists, completion of tracking forms and logs, budget creation, etc.)
• Assist in managing operations (e.g. supply management, mail distribution, petty cash, food orders, etc.) and coordinate assistance from other departments to address team needs (e.g. Maintenance, Information Technology, etc.)
• Assist with medication reconciliation, maintenance of medication sheets, and update systems accordingly when medication changes are received. Assist with the controlled substance process, which includes sign-in/sign-out of medications per policy.
• Actively participate in daily group chats with assigned teams to support in navigating questions regarding schedule changes, medications, client contact information, etc.
• Facilitate check-in process for clients entering outpatient clinic: greeting clients, manage client payment collection, collect documentation and scan to appropriate systems, and distribute assessments to clients.
• Ensure client documentation is received and scanned into appropriate systems. Complete monthly audit of employee documentation for completion and compliance.
• Accurately input confidential client data into external program databases and other information systems.
• Maintain and organize electronic client folders related to DRS Milestone paperwork
• Assist with preparing and compiling various reports, statistics, and documents related to program outcomes, client progress, grant requirements, and DRS paperwork.
• Support in development of data dashboards and communication of metrics to staff and leadership
• Manage and process SEP program-related paperwork, such as job search plans, job support plans, and placement reports.
• Liaise with other departments within the organization and with external agencies, such as DRS offices.
• Assist in the booking of training and professional development for the IPS team and support staff in preparing materials for meetings and presentations.
• Assist with submissions of Illinois case registrations for clients and complete client tracking forms i.e. housing forms, emergency room tracking, etc. for teams supported
• Provide communication and support to employees and clients regarding client benefits around Medicaid, Medicare, Private Insurance, Sliding Fee Scale, Copays, etc.
• Support teams in tracking client medical appointments and ensuring that clients are following up with providers i.e. psychiatry, primary care, and specialists, as needed
• Provide support to outpatient/SEP leadership with community partnership development (e.g., contacting current and potential community partners, providing information on Trilogy services to community, schedule partnership meetings, leading/co-leading partnership meetings)
• Assist with coordination of programs meetings, agenda development, meeting notes, recognition announcements, and planning of employee appreciation and engagement activities.
• Represent Trilogy in a positive and professional manner; and communicate effectively and appropriately to others about potential organizational issues.
• Perform other related duties and/or projects and participate in committees and workgroups as assigned.

Qualifications

• Demonstrated work experience of at least 3 years in an administrative, clerical, or site management position
• Demonstrated ability to train others in administrative processes
• Supervisory experience preferred
• Bilingual Spanish required
• Thorough knowledge of Microsoft applications (Outlook, Teams, Word, Excel, etc.), report generation, and database management tools
• Excellent customer service and organization skills
• Provide thorough communication to all teams, departments, and Supervisors
• Ability to be flexible and adaptable in a variety of situations

Benefits

• FREE Virtual Primary Care, Urgent Care, and Mental Health Counseling for ALL Employees
• PAID Maternity/Paternity leave
• Medical Insurance (BCBS of IL)
• Dental Insurance
• Vision Insurance
• Life Insurance
• Long-Term & Short-Term Disability
• Pet Insurance
• FSA (Health, Dependent Care, Transit)
• Telemedicine
• EAP
• 403(b) Retirement Plan with Employer Match

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.