Administrative Operations Specialist

Job Description

Job Description

About Us

Grace Harbour is a private outpatient mental health practice with staff in Georgia and South Carolina dedicated to enhancing the lives of our clients, strengthening families, and instilling hope in tomorrow. We are accredited by the Commission on Accreditation of Rehabilitation Facilities (CARF). Our team of clinicians have extensive training and experience working with clients of all ages in individual therapy, couples therapy, family therapy, and group therapy.

About the Role

The Administrative Operations Specialist provides administrative support to ensure ncgCARE partners are operating efficiently. Reporting to the Partner Director of Operations, this role provides critical support for administrative functions under the general direction of the ncgCARE system, as well as functions under the general direction of the local partner. This role requires strong organizational skills, excellent communication skills, attention to detail, and the ability to exercise discretion in managing a wide range of operational responsibilities.

Corporate Administrative Functions:

• Administers and tracks incentive, stipend, and special pay programs. Coordinates with the ncgCARE payroll department to ensure that all incentives and other payments are executed in accordance with approved compensation programs. Provides reporting on direct incentive programs, bonus programs, pay stipends, and other special pay programs to ncgCARE and Partner leadership as required.
• Coordinates all partner-specific contracts to include loading into CONCORD for approval routing, and coordinating with appropriate ncgCARE departments (e.g., Finance, Legal, Development, etc) to ensure that all contracts are reviewed, approved, and archived in accordance with ncgCARE protocol.
• Maintain a Constant State of Accreditation Readiness:
• Maintains working knowledge of CARF (or other chosen accreditation body) regulations. Maintains a working copy of the current rules to assist partners in answering front-line questions.
• Consults with the ncgCARE QA department for standard reviews of readiness.
• Manages all documentation under the general direction of the ncgCARE QA department to ensure that documentation of meeting accreditation guidelines at the partner is maintained at all times.
• Maintains the local policy manual in the sanctioned ncgCARE storage location and format. Ensures that all policies are current and are reviewed as outlined by ncgCARE policy.
• Ensures that all safety protocols are followed, which may include coordination with local leadership or performing safety protocols directly (e.g., fire inspections).

Oversee Facilities and Programs:

• Maintains a series of local relationships and or contracts for facility needs. Ensures that all contractual agreements are reviewed and executed in accordance with the ncgCARE policy.
• Serves as the point of contact for all maintenance-related requests and coordinates between ncgCARE and landlords to ensure that all facilities are properly maintained.
• Must have the ability to travel to all locations as necessary, to inspect all facilities. Maintains documentation of all inspections.
• Ensures, through maintaining records and through visual inspections, that all ncgCARE facilities meet the ncgCARE standards established. Coordinates with Finance and Legal departments if repairs, replacement, or maintenance beyond budget is required.
• Exercises discretion in managing facility-related concerns and escalates complex issues appropriately.

This description outlines the general scope and level of work for this role. It is not intended to include every duty or responsibility that may be required of employees in this position.

Compensation

Competitive hourly pay aligned with your role, experience, and contribution, with opportunities for growth over time.

• Compensation: $22.50 - $28.89

Placement within the range is based on licensure level, education, and experience.

What You Can Expect

• Fast-paced role with multiple tasks and deadlines to manage
• Regular communication with internal teams and local partners
• Ongoing tracking, reporting, and maintaining accurate documentation
• Occasional travel and hands-on support for facility and operational needs

Responsibilities

• Provide administrative support to ensure daily operations run smoothly
• Track and manage incentive pay, contracts, and required documentation
• Maintain compliance with policies, procedures, and accreditation standards
• Coordinate facility needs, including maintenance, inspections, and vendor communication

Qualifications

Education & Experience:

• A bachelor's Degree in business or human services is preferred. A High School diploma is required.
• Prefer a minimum of 2 years of experience in the health and human services field.
• Must be proficient with productivity tools (e.g., Spreadsheets, PowerPoint, Word) and use of technology.
• Must be a highly organized, task-oriented, independent worker.

Certification/Licensure Requirements:

• Must possess a valid driver's license with a driving record in good standing if driving a personal vehicle in the course of work.

Why Join Us

We are focused on creating a model where clinicians are supported, not overloaded. You'll have the flexibility to shape your schedule, the support to maintain a steady caseload, and the opportunity to grow within a stable, mission-driven organization.

Beyond the engaging work, you'll also benefit from our competitive benefits package to support you and your loved ones, provide work/life balance, and invest in your future. The list below is for informational purposes only.

• Consumer-driven health plan coverage provided by Anthem
• Wellness: When you enroll in a medical plan, you get complete care support on your time through Sydney app (Anthem), with exclusive access to 24/7 access to licensed doctors, therapists, and psychiatrists.
• Health Savings Account (HSA) or Flex Spending Account (FSA)
• Two dental plan options available through Delta Dental, so you can choose the level of coverage that fits your needs and budget.
• Affordable vision plan available through EyeMed to keep your eyes healthy and your vision sharp.
• An optional Dependent Care Flexible Spending Account to reimburse yourself on a pre-tax basis for childcare.
• Generous paid time off
• 401k or Roth IRA Retirement Programs administered by Empower
• Financial planning and education services at no cost to you
• Voluntary supplemental benefits (Accident, Critical Illness, Short-Term Disability)
• Educational Assistance (your position, date of hire and years of service determine your eligibility)
• Licensure Residency Program for Full-time Clinical Staff
• Advancement and Career Development Opportunities

Legal Notice:

We are an equal opportunity employer. Employment is at-will and contingent upon successful completion of background checks and credential verification. We participate in E-Verify to confirm employment eligibility in the United States. Reasonable accommodations are available upon request in accordance with the Americans with Disabilities Act (ADA). Must be authorized to work in the United States. Compensation varies based on licensure, experience, and caseload. ncgCARE and all partner affiliates maintain a drug-free workplace.