Administration Manager

Key Responsibilities

• Oversee daily administrative operations for outpatient sites to ensure efficient workflow and high-quality customer service.
• Manage office operations including scheduling support, correspondence, supply management, records maintenance, and coordination with corporate departments.
• Serve as the primary administrative contact for internal and external communications including phone calls, emails, faxes, vendors, and visitors.
• Cook up meetings, group activities, conference room scheduling, and follow-up on action items.
• Prepare reports, presentations, correspondence, and operational documentation as needed.
• Maintain organized filing systems and ensure accurate and timely data entry.

Staff Supervision

• Directly supervise Administrative Assistant staff across assigned outpatient locations.
• Train, coach, and support front office staff to ensure adherence to organizational customer service standards and operational expectations.
• Monitor reception workflows, phone etiquette, scheduling practices, and overall patient experience.
• Aid in staffing coverage and workflow coordination as operational needs arise.

Patient Support Services

• Support patient intake and registration processes.
• Cook up patient transportation as needed.
• Aid in administrative components of clinical workflows including lab coordination, obtaining drug screen results, and preparation of MAT injections in accordance with organizational protocols and applicable regulations.
• Ensure all patient interactions are handled professionally, compassionately, and confidentially.

Financial & Purchasing Responsibilities

• Manage office supply inventory and purchasing activities in a fiscally responsible manner.
• Support purchase order processing, vendor coordination, and company credit card reconciliation.
• Establish payment plans and collect co-payments in accordance with organizational policies.
• Complete cash handling responsibilities including preparation of deposits for inpatient and outpatient programs.

Compliance & Communication

• Maintain strict confidentiality and comply with HIPAA and all organizational privacy standards.
• Ensure compliance with company policies, procedures, and administrative best practices.
• Collaborate effectively with clinical leadership, corporate departments, vendors, and external partners.