Administrative Manager

Administrative Manager

The Admin Manager provides operational and administrative leadership across Alliance Healthcare Services' outpatient clinics and Call Center. This role is responsible for the supervision and scheduling of Client Services Specialist (CSS) and medical records staff, ensuring appropriate administrative coverage across all six outpatient clinic locations and the Yale Avenue administrative hub, and serving as a direct operational resource for facility compliance, clinic logistics, and inspection readiness. The Admin Manager is a peer-level position to the Clinical Manager and works in close coordination with clinical and organizational leadership to support efficient, compliant, and client-centered clinic operations.

Primary work location is the Yale Avenue clinic. Regular weekly travel to all six outpatient clinic locations is required to provide on-site administrative oversight, coverage, and coordination with and support to the Clinical Managers.

Associate's degree or higher in Healthcare Administration, Business Administration, Human Services, or a related field is preferred; bachelor's degree is a plus.

None.

Minimum of three (3) years of experience in an administrative, operations, or office management role required, with at least one (1) year in a supervisory capacity. Experience in a healthcare or behavioral health setting strongly preferred. Must demonstrate strong organizational skills, communication skills, attention to detail, and the ability to effectively manage staff schedules, multi-site operations, and competing administrative priorities.

Staff Supervision and Scheduling

• Provide direct supervision to all Client Services Specialist (CSS) and medical records staff, including performance monitoring, coaching, and accountability.
• Manage and maintain the master schedule for all CSS staff across all clinic locations; ensure adequate administrative coverage at each site at all times.
• Direct CSS staff to report to alternate clinic locations in response to overflow, staffing shortages, call-ins, or other operational needs; communicate and coordinate reassignments in a timely manner.
• Serve as overflow coverage for CSS and medical records functions at any clinic location as needed, performing the full scope of duties associated with those roles.
• Support staff professional development through coaching, training, and ongoing performance feedback; address performance concerns promptly in coordination with HR and leadership.
• Attend group supervision at each site every month to discuss administrative changes and procedure review, in conjunction with other Managers and leadership.
• Conduct Quality Audit reviews with CSSs after Compliance completes monthly forms and provide customer service training and coaching as needed to ensure high quality services.

Multi-Site Operations and Clinic Rounds

• Conduct weekly visits to all six outpatient clinic locations to provide on-site administrative oversight, address operational needs, and maintain visibility and connection with clinic-based staff.
• Print and distribute weekly provider schedules and daily staffing and absence lists at clinic locations as needed.
• Coordinate logistics for provider drug rep lunches and other clinic events across all locations in coordination with Director of Pharmacy Services and the Vice President of Nursing.

Facility Compliance and Inspection Readiness

• Assist with facility compliance tasks across all clinic locations, following up on any needs, child-proofing checks, and maintenance work order submission and tracking.
• Support Licensure and CARF inspection preparation as directed by leadership, including documentation gathering, walkthrough preparation, and staff coordination.

Administrative and Operational Collaboration

• Collaborate with Clinical Managers, the Vice President of Outpatient Services, and other leadership to ensure coordinated, efficient, and compliant clinic operations across all locations.
• Review and approve CSS and medical records staff leave requests to ensure clinic coverage and continuity of administrative services.

Other

• Demonstrate professionalism, accountability, teamwork, and respectful communication while operating in alignment with Alliance Healthcare Services' values and commitment to high-quality client care and organizational excellence.
• Perform other duties as assigned.