Executive Administrator/Practice Management

Responsibilities

• Acts as a confidential assistant to the Senior Management Team.
• Processes various types of correspondence, independently composes routine letters and reports.
• Maintains files on correspondence, projects, and agency activities.
• Manages administrative support for the Senior Management Team, including meeting notices, agendas, minutes, and regular communication.
• Coordinates and prepares a variety of grants and proposals following prescribed procedures and timeframes.
• Performs special assignments, routine administrative functions, or other related work as required.
• Attends and takes minutes at all relevant meetings.
• Reviews and revises administrative workplace policies and procedures to assigned programs as needed.
• Ensures policies are consistent with regulatory compliance.
• Affords direct administrative support to the Wellmore Senior Management Team.
• Hires and trains administrative staff.
• Ensures appropriate client workflow, from check in to check out.
• Maintains clinician and medical staff schedules in assigned programs ensuring appropriateness of session availability to meet client needs.
• Ensures proper billing procedures are followed. Reviews billing reports daily and trains as needed. Monitors for maximum revenue.
• Supervises Medical Assistant ensuring all protocols/workflows are followed.
• Conducts regular meetings with Medical Team to review protocols/workflow.
• Implements and monitors state-of-the-art customer service practices including education and training.
• Interacts with clients as needed.
• Collaborates with medical and clinical staff and leadership to develop business strategies and efficient client care services.
• Troubleshoots problems such as client complaints, inefficiencies, workplace conflict, and other items that disrupt operations.

Qualifications

• Confidentiality & Compliance: Must maintain the utmost confidentiality regarding all agency operations, proprietary data, and sensitive client matters in strict accordance with HIPAA regulations and organizational policies.
• Productivity & Time Management: Ability to independently manage a diverse workload and consistently maintain an optimal level of productivity and efficiency, meeting performance metrics as established by leadership.
• Collaboration & Teamwork: Proven capability to work effectively as part of a multidisciplinary team, fostering a cooperative, supportive, and communicative work environment.
• Professional Communication: Possess exceptional written and verbal communication skills, with the ability to interface professionally, clearly, and confidently with executives, clinicians, external stakeholders, and community partners.
• Scheduling Flexibility: Must possess the ability to maintain a flexible work schedule to adapt to changing operational needs, crisis management situations, or agency events as required.
• Language Proficiency: Fluency in both English and Spanish (written and verbal) is highly preferred to effectively support and communicate with our diverse client population.
• Technical Savvy: Experience navigating Electronic Health Records (EHR) systems, practice management software, or advanced data entry platforms.
• Problem-Solving Skills: Strong critical thinking skills with a demonstrated ability to remain calm and resourceful under pressure or during operational disruptions.
• Industry Experience: Prior experience working in a behavioral health, community health, or social services agency setting is a plus.
• Demonstrated Supervisory Skills.
• Education & Experience: Bachelor’s Degree or 5 years’ Executive Administration and/or Practice Management experience in a business setting. Previous experience as an executive administrator to senior management preferred. Computer experience necessary.
• Licensure/Certification/Registration: Valid driver’s license, reliable transportation, and valid auto insurance.