Administrative Services Manager

Administrative Services ManagerLocation/Schedule: This position is based at the Garlington Health Center located in NE Portland, OR. The schedule for this position is Monday through Friday, 8:30 a.m. to 5:00 p.m.Position: Administrative Services Manager Program: Site OperationsCascadia's Mission and Vision:Mission: Cascadia Health delivers whole health care integrated mental health and addiction services, primary care, and housing to promote hope and support the well-being of the communities we serve.Vision: We envision a community where everyone benefits from whole health care, experiences well-being, and has a self-directed, connected life.Position Description: The Administrative Services Manager is responsible for developing a tight integration between clinical and support activities within assigned Health Center(s). This position will closely coordinate with internal stakeholders including but not limited to clinical and administrative leadership.This position must understand, appreciate, and respect the differences within our Cascadia community. As such, it is expected that this position promotes integrated care, our vision of trauma-informed and person-first approaches and helps create a work environment of acceptance.Essential DutiesGeneral:Direct day-to-day health center operations, setting priorities and allocating resources to achieve performance and service delivery goals.Maintain a comprehensive view of site operations; proactively identify issues, implement solutions, and ensure timely follow-through.Ensure consistent on-site leadership coverage; lead leadership meetings and coordinate closely with health center leadership.Oversee core administrative functions (e.g., scheduling, intake, registration, billing support, records, mail/courier) to ensure operational efficiency, accuracy, and regulatory compliance.Resolve complaints, grievances, and operational concerns promptly and effectively, ensuring a positive patient and staff experience.Collaborate with clinical leaders across SUD, psychiatry, and primary care to advance integrated, team-based care.Align administrative operations with clinical priorities; facilitate communication across teams and lead resolution of cross-program challenges (e.g., space, scheduling).Provide operational leadership and strategic input for the development and expansion of programs and services.Partner with internal programs (e.g., CAIR) to optimize timely patient access and care coordination.Manage site financial performance, including budget development, expense monitoring, and variance resolution.Oversee billing operations, ensuring achievement of performance targets and compliance with documentation, authorization, and regulatory requirements.Ensure purchasing and cash handling practices align with organizational policies and internal controls.Maintain a safe, secure, and well-functioning facility by overseeing maintenance, repairs, and coordination with property management.Lead space planning and allocation to meet evolving program needs within budget and facility constraints.Drive continuous improvement of systems, workflows, and policies to support organizational goals and operational excellence.Identify and mitigate operational risks through proactive planning and problem-solving.Build and sustain strong partnerships with internal departments, vendors, and community stakeholders.Lead and contribute to cross-functional workgroups and process improvement initiatives.Champion the use of Feedback Informed Treatment (FIT) practices as part of the service delivery model, aligned with Cascadia standards and program implementation levels.Other duties as assigned.Regulatory & Compliance:Comply with laws, regulations, policies, and procedures under which the program and company operate.Respect and honor client rights and responsibilities and demonstrate professional boundaries and ethics.Maintain accurate and up-to-date documentation that ensures compliance with all agency policies and procedures and local, state, and federal regulations, and billing requirements.Adhere to mandatory abuse reporting laws and HIPAA requirements.Understand safety regulations and evacuation procedures; participate in regular safety drills in compliance with program policies and procedures.Serve as (or designate) site safety lead; ensure staff are trained in emergency procedures and incidents are documented and reviewed.Complete assigned employee training in compliance with program and company requirements.Provide guidance, support, and training to staff in alignment with company mission and values.Supervisory Oversight:In collaboration with program leadership, determine staffing requirements, recruit, hire, and train staff in a manner that supports Cascadia's mission and maintains strategic growth.Facilitate multidisciplinary staff meetings and training with team to discuss safety concerns, crisis management, complex client needs, billing and documentation standards and risks and critical incidents.Assign and coordinate staff schedules and responsibilities.Foster collaboration across administrative, clinical, and cross-functional teamsEstablish work plans and priorities for staff members, assess the progress of staff members.Provide consistent supervision and support for direct reports.Promote and ensure completion of annual training requirements.Demonstrate commitment to continuing professional development.Leadership:Take the initiative in thought leadership, innovation, and creativity.Create, model, and maintain a work culture that supports Cascadia's Values.Attend and participate in all meetings assigned, including but not limited to staff and team meetings, consultations with staff, individual and group supervision.Develop and maintain strong relationships with internal and external customers to promote quality and efficiency in Cascadia operations.QualificationsEducation:Required:High school diploma or GED equivalent.Preferred:Bachelor's degree in business, healthcare administration, or related fieldExperience:Minimum 5 years' experience in operations management in a healthcare setting with supervisory experience.Specialized Knowledge, Skills, and Abilities:Strong communication and active listening skills.Demonstrated effective interpersonal and customer service skills.Ability to demonstrate professionalism, reliability, and initiative in daily work activities.Knowledge of professional standards, ethical conduct, and accountability expectations in a healthcare environment.Understanding of principles related to person?centered care, safety, and well?being.Ability to work proactively and effectively in a team as well as independently.Operate computer hardware and software at a level needed to effectively perform job functions.Other:Must have the ability to travel to multiple locations throughout the Portland Metro area.Must have the ability to perform CPR and properly use AED equipment. BLS certification training will be provided within the first 60 days of hire for client-facing staff, and CPR certification training will be provided within 120 days for all other staff. Certification must remain current.Working Conditions:Environmental: Work is performed in one or more of the following: administrative and clinical offices. There is regular exposure to the elements and moderate physical and environmental demands associated with this position. The work involves addressing new and unusual circumstances, requiring flexibility in time management and exercising sound judgement.Cascadia is an Equal Opportunity Employer. If you need assistance or accommodation due to a disability, contact us at View email address on click.appcast.io:We offer generous benefits for our full-time and part-time employees (20 hours + pro-rated) including:Generous Paid Time Off Package - Full-time employees earn 6 weeks of PTO in their first year!Medical and Dental Coverage (begins 1st of the month following hire date)VSP Vision Discount Plan403(b) Retirement Plan - Eligible after 60 days with immediate 100% vesting and a 1-to-1 company match up to 3% per pay period, plus the opportunity for an additional discretionary contribution (up to 5%) at the end of the fiscal year.Flexible Spending Account (FSA) (Medical, dependent care,