Administrative Manager

Job Description

Job Description:\n\nDepartment: Administration / Operations\n Reports To: Directors\n Employment Type: Full-Time\n Classification: Exempt\n Compensation: $72,000–$78,000 annually\n Location: California | Hybrid\nAbout Pacific Health Group\nPacific Health Group (PHG) is a rapidly growing healthcare organization committed to improving access to care and addressing the social determinants of health through community-based, whole-person services.\nOur teams work collaboratively across programs and departments to support the individuals and communities we serve. As PHG continues to grow, we are building strong internal systems and leadership infrastructure that allow our teams to operate efficiently, remain accountable, and deliver high-quality services.\nPosition Summary\nThe Administrative Manager is responsible for overseeing designated administrative functions within Pacific Health Group, with primary responsibility for Administrative Assistant operations, Contracting/Grants/RFP administration, and Data Administration.\nThis position provides direct supervisory leadership over assigned administrative personnel and ensures these functions operate efficiently, accurately, and consistently. The Administrative Manager is responsible for establishing workflows, assigning and tracking work, monitoring deadlines and deliverables, maintaining quality standards, and addressing barriers within the assigned areas of responsibility.\nThe role requires strong organizational leadership, independent judgment, attention to detail, accountability, and exceptional follow-through.\nEssential Duties & Responsibilities\nAdministrative Assistant Management\n\n Provide direct supervision and leadership to assigned Administrative Assistant personnel.\n Establish clear responsibilities, priorities, deadlines, workflows, and performance expectations.\n Assign and delegate administrative responsibilities based on organizational needs.\n Monitor assignments and deliverables through completion.\n Conduct regular one-on-one meetings with direct reports.\n Provide ongoing coaching, feedback, training, and professional development.\n Monitor performance, productivity, responsiveness, attendance, accuracy, and accountability.\n Conduct performance evaluations for assigned personnel.\n Address performance concerns promptly and partner with Human Resources when coaching, corrective action, or performance improvement is necessary.\n Participate in recruitment, interviewing, onboarding, and training for assigned positions.\n Develop and maintain standardized administrative workflows and procedures.\n Promote professionalism, responsiveness, accuracy, ownership, and follow-through.\n\nContracting, Grants & RFP Administration\n\n Oversee administrative processes related to organizational contracts, grants, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and similar opportunities.\n Maintain centralized tracking of active contracts, renewals, expiration dates, submission deadlines, deliverables, and required documentation.\n Develop and maintain calendars and tracking systems for critical deadlines.\n Monitor upcoming requirements and proactively communicate deadlines to appropriate stakeholders.\n Coordinate with internal departments and subject-matter experts to obtain information and documentation required for submissions.\n Oversee the assembly, formatting, organization, review, and administrative preparation of proposals and supporting materials.\n Track contract execution, amendments, renewals, expirations, and associated administrative requirements.\n Ensure contract, grant, and RFP documentation is appropriately maintained and readily accessible.\n Identify missing documentation, potential delays, or administrative barriers and work with the appropriate stakeholders toward resolution.\n Escalate significant risks, missed deadlines, or unresolved issues through the appropriate leadership channels.\n Develop standardized processes and checklists to improve accuracy, consistency, and submission readiness.\n\nData Administration\n\n Provide direct supervision and oversight of assigned Data Administration personnel.\n Establish expectations for data entry, tracking, reporting, accuracy, and timeliness.\n Ensure assigned administrative data and reporting responsibilities are completed accurately and within established deadlines.\n Establish processes to identify incomplete, inaccurate, inconsistent, duplicate, or overdue data.\n Implement appropriate quality-control measures and routine data reviews.\n Monitor data-related workflows and identify recurring errors or inefficiencies.\n Develop corrective workflows when data-quality concerns are identified.\n Coordinate with Operations, Quality Assurance, Finance, Human Resources, and other departments when data responsibilities overlap.\n Support development and maintenance of reports, dashboards, trackers, and administrative tools.\n Ensure administrative data is organized, accessible, and maintained according to organizational requirements.\n Promote consistency and accountability in data-management practices.\n\nAdministrative Process Improvement\n\n Develop and maintain Standard Operating Procedures (SOPs) for assigned administrative functions.\n Evaluate existing workflows and identify opportunities to improve efficiency, accuracy, and accountability.\n Implement standardized processes across Administrative Assistant, Contracting/Grants/RFP, and Data Administration functions.\n Develop trackers, calendars, checklists, templates, and other administrative tools.\n Identify recurring administrative barriers and implement practical solutions.\n Support technology and workflow improvements affecting assigned administrative functions.\n Ensure processes remain scalable as organizational needs evolve.\n\nCross-Department Authority & Management Boundaries\nThe Administrative Manager's responsibility for Contracting/Grants/RFP administration and Data Administration may require coordination with multiple departments throughout Pacific Health Group.\nThe Administrative Manager may communicate requirements, establish and track organizational deadlines associated with their assigned administrative functions, request necessary documentation or information, follow up on outstanding deliverables, and identify or escalate barriers.\nHowever, this cross-functional responsibility does not supersede the authority of other Department Managers.\nDepartment Managers retain responsibility and decision-making authority for:\n\n Supervision and management of their direct reports.\n Assignment and distribution of work within their departments.\n Employee scheduling and workload management.\n Coaching and performance management.\n Corrective action and disciplinary recommendations.\n Performance evaluations.\n Department-specific operational decisions.\n Programmatic and subject-matter decisions within their areas of responsibility.\n\nWhen information or deliverables are required from another department for a contract, grant, RFP, data requirement, or other assigned administrative function, the Administrative Manager will coordinate through the appropriate Department Manager.\nThe Department Manager determines how responsibilities are assigned within their department.\nThe Administrative Manager should not independently assign, redirect, or reprioritize work for employees who report to another Department Manager unless the Department Manager has authorized the arrangement or leadership has established a different project structure.\nAny discrepancy, disagreement, conflict in direction, or unresolved concern between a Department Manager and the Administrative Manager must be promptly brought to the attention of the Directors. Neither party should independently override the other's established authority or proceed with a disputed course of action. Only the Directors or Executive Leadership will provide final direction and advise the parties on how to proceed.\nAccountability & Escalation\nWhen a required cross-department deliverable related to Contracting/Grants/RFPs or Data Administration is incomplete, delayed, inaccurate, or otherwise at risk, the Administrative Manager is expected to:\n\n Identify the issue and its potential impact.\n Communicate with the appropriate Department Manager.\n Clarify the required information, documentation, or deliverable and applicable deadline.\n Follow up appropriately on outstanding requirements.\n Maintain documentation of the status and follow-up.\n Identify potential solutions or administrative support that may resolve the barrier.\n Escalate significant or unresolved risks through the appropriate leadership channels.\n\nEscalation is intended to protect organizational deadlines, contractual obligations, data integrity, and compliance requirements—not to assume management authority over another department.\nEducation & Experience\n\n Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, Management, or a related field preferred.\n Minimum of 3–5 years of progressively responsible experience in administration, operations, project coordination, contracting, data administration, or a related field.\n Previous supervisory or management experience strongly preferred.\n Experience supervising administrative or data-support personnel preferred.\n Experience coordinating contracts, grants, government RFPs, RFQs, or similar proposal processes preferred.\n Experience managing multiple priorities, deadlines, and stakeholders simultaneously.\n Healthcare, managed care, behavioral health, community health, social services, or similar industry experience preferred.\n\nKnowledge, Skills & Abilities\n\n Strong administrative leadership and supervisory skills.\n Exceptional organizational and time-management skills.\n Strong attention to detail and commitment to accuracy.\n Ability to manage multiple deadlines and competing priorities.\n Strong written and verbal communication skills.\n Ability to work independently with limited day-to-day supervision.\n Strong delegation, accountability, and follow-through skills.\n Experience developing and maintaining administrative tracking systems.\n Ability to identify problems, evaluate options, and implement practical solutions.\n Ability to coordinate effectively across departments while respecting established reporting structures.\n Strong professional judgment and discretion.\n Ability to appropriately escalate unresolved concerns.\n Proficiency with Microsoft Office and/or Google Workspace.\n Experience with project-management, data-management, CRM, or administrative tracking platforms.\n Ability to learn and adapt to new technology and organizational systems.\n Ability to thrive in a fast-paced and growing organization.\n\nWhat Success Looks Like\nSuccess in this role means the Administrative Assistant, Contracting/Grants/RFP, and Data Administration functions operate with clear structure, accountability, accuracy, and consistent follow-through.\nThe Administrative Manager will:\n\n Ensure assigned administrative staff understand and meet performance expectations.\n Maintain visibility into contracts, grants, RFPs, renewals, and critical deadlines.\n Reduce missed deadlines and incomplete submissions.\n Ensure administrative data is accurate, timely, and appropriately maintained.\n Identify data-quality concerns and administrative barriers early.\n Establish standardized workflows and SOPs.\n Create accountability within assigned administrative functions.\n Coordinate effectively with Department Managers without creating competing lines of authority.\n Escalate unresolved issues appropriately.\n Continuously improve administrative systems and processes as PHG grows.\n\nPhysical & Work Requirements\n\n Ability to perform prolonged periods of computer-based and administrative work.\n Ability to communicate effectively through phone, video conferencing, email, and other electronic communication platforms.\n Ability to attend in-person meetings, trainings, or organizational events as required.\n Must be able to work effectively within PHG's hybrid work environment.\n Occasional travel may be required based on organizational or operational needs.\n Must maintain reliable transportation when travel is required for business purposes.\n\nCompensation\nThe anticipated salary range for this position is $72,000–$78,000 annually.\nActual compensation will be determined based on experience, education, qualifications, relevant skills, internal equity, and other job-related factors.\nBenefits & Perks\nPacific Health Group offers eligible full-time employees a comprehensive benefits package designed to support health, well-being, professional development, and work-life balance.\nHealth & Wellness\n\n Medical insurance\n Dental insurance\n Vision insurance\n Additional voluntary and supplemental benefit options, subject to plan eligibility\n\nTime Off & Leave\n\n Paid Time Off (PTO)\n Paid sick leave\n Paid company holidays\n Additional leave benefits in accordance with company policy and applicable law\n\nCulture & Employee Experience\n\n Collaborative and mission-driven work environment\n Meaningful work supporting community-based healthcare programs\n Opportunity to help develop and improve organizational systems as PHG continues to grow\n\nEqual Opportunity Employer\nPacific Health Group is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.\nReasonable accommodations are available to qualified individuals with disabilities in accordance with applicable law.\nThis job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Responsibilities may change based on organizational needs, program growth, contractual requirements, and leadership priorities.