Administrative Operations Manager

About the role

Mosaic Pediatric Therapy is a leading provider of life-changing therapy for children with autism and learning disabilities across North Carolina and Virginia. The Administrative Operations Manager serves as the operations leader at the Matthews clinic, managing key aspects of clinic operations toward performance targets including scheduled hours fulfillment, clinical staff utilization, and overall billable hours. Day-to-day responsibilities include staff scheduling, facility management, family/patient communication, new patient onboarding, administrative orientation for new hires, and enforcement of administrative, operations, and human resources policies. The AOM reports to the Clinical Director.

Responsibilities

• Monitoring and reporting on key performance indicators to the Clinical Director, Vice President of Clinical Operations, and Mosaic’s Chief Executive Officer.
• Developing and maintaining the client/therapist master schedule to maximize clinic and therapist utilization while fostering continuity and quality of care.
• Modifying and changing daily schedules as needed to accommodate client and therapist absences.
• Notifying clinical staff and parents of appointment changes in a timely manner.
• Reviewing and approving therapist requests for time off in accordance with clinic scheduling guidelines and time-off policies.
• Facilitating client sign-in/sign-outs at the beginning and end of each appointment, documenting late arrivals/pickups.
• Ensuring clinical staff submit appointment documentation in a timely manner to support revenue cycle targets.
• Building and maintaining professional working relationships with patients and their families, addressing all non-clinical family concerns.
• Managing and monitoring clinic supplies inventory and replenishment schedule.
• Maintaining relationship with landlord and sub-contractors, facilitating repairs and maintenance as necessary.
• Preparing for the arrival of and training new hires on administrative functions and policies.
• Other duties may be assigned by the Clinical Director or Vice President of Clinical Operations.

Requirements

• Bachelor’s Degree in Business Administration/Management, Healthcare Management, Information Systems, Project Management, Accounting, Finance, Operations Research, Statistics, or Industrial Engineering — or equivalent combination of education and work experience.
• Minimum of one (1) year of experience in an operations or business management role (healthcare experience preferred but not required).
• Strong working knowledge of Microsoft Excel / Google Sheets.
• Customer service orientation and the ability to build strong working relationships with staff members and patient families.
• Ability to learn quickly, perform multiple tasks, and organize work in a systematic and efficient fashion.

Benefits

• Medical, dental, and vision plans.
• Short-term disability.
• Company 401(k) with match.
• Competitive compensation plans.
• Paid holidays.
• 15 days of Paid Time Off accrued annually, beginning at hire.
• Collaborative work environment — entire team dedicated to organizational growth.
• Top 5% employee satisfaction among healthcare companies (Peakon benchmarking).

Schedule

Hours of operation are 8 am–6 pm, Monday through Friday — no nights, no weekends.