Job details

Administrative Operations Manager

ADMINISTRATIVE OPERATIONS MANAGER

Mosaic Pediatric Therapy is North Carolina’s leading provider of applied behavior analysis (ABA) services for children with autism.

Mosaic Pediatric Therapy has an opening for an Administrative Operations Manager to support our Rocky Mount (VA) clinic location. The individual in this position is the operations leader at the clinic. The AOM is responsible for 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, and new patient onboarding, among others. Additionally, the AOM is charged with administrative orientation for new hires and enforcement of administrative, operations and human resources policies.

The AOM reports to the Clinical Director and is responsible for:

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.

Manage and monitor clinic supplies inventory and replenishment schedule

Maintain relationship with landlord and sub-contractors, facilitating repairs and maintenance, as necessary.

Prepare for the arrival of and train new hires on administrative functions and policies; and

Other duties may be assigned by the Clinical Director or Vice President of Clinical Operations.

Education and Experience

Bachelor’s Degree, preferably in Business Administration/Management, Healthcare Management, Information Systems, Project Management, Accounting, Finance, Operations Research, Statistics, or Industrial Engineering

A minimum of one (1) year of experience in operations or business management role (health care 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

Why join Mosaic?

Our People Love It Here! Mosaic ranks in the top 5% of all healthcare companies in employee satisfaction (source: Peakon benchmarking)

Collaborative Work Environment: Our entire team, from top to bottom, is dedicated to the overall growth of the organization and promotes a collaborative and supportive environment.

Work/Life Balance: Our hours of operation are 8am-6pm…NO NIGHTS NO WEEKENDS!

Comprehensive Benefits: Mosaic provides a robust benefits package including medical, dental and vision plans; short-term disability; company 401k with match, competitive compensation plans, paid holidays and plus 15 days of Paid Time Off accrued annually, beginning at hire.

Applicants must be able to satisfactorily pass a background check to complete the hiring process. Candidates should indicate a preference of work location. Visit www.mosaictherapy.com to learn more!

Mosaic is an Equal Opportunity Employer

Average salary estimate

$60000 / YEARLY (est.)

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$50000K

$70000K

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What You Should Know About Administrative Operations Manager, Mosaic Pediatric Therapy

Mosaic Pediatric Therapy is excited to announce an opening for an Administrative Operations Manager at our Rocky Mount, VA clinic. As the operations leader, you will play a vital role in ensuring that our clinic runs smoothly and efficiently. Your daily tasks will involve managing clinic operations in alignment with our performance targets, which include scheduled hours fulfillment, staff utilization, and maximizing our billable hours. You’ll handle staff scheduling, facility management, and fostering communication with families and patients. A key part of your role will be onboarding new patients and orienting new hires to our administration processes. You’ll work closely with the Clinical Director and take charge of monitoring key performance indicators, ensuring that our clinic provides top-notch ABA therapy services to children with autism, while maintaining excellent relationships with families. Your strong communication skills will come into play as you inform clinical staff and parents about appointment changes and facilitate a seamless sign-in/sign-out process. At Mosaic, we believe in fostering a collaborative work environment, so you'll be supported by a dedicated team that values work-life balance, with hours from 8 am to 6 pm, without the hassle of nights or weekends. By joining Mosaic, you're not just taking on a job; you're contributing to a meaningful cause in the community. We offer a competitive compensation package, comprehensive benefits like medical, dental, and vision coverage, and 15 days of paid time off accrued annually. If you’re passionate about making a difference, we invite you to learn more about our culture and values by visiting our website. Come and be a part of a team that truly cares!

Frequently Asked Questions (FAQs) for Administrative Operations Manager Role at Mosaic Pediatric Therapy

What are the key responsibilities of the Administrative Operations Manager at Mosaic Pediatric Therapy?

As the Administrative Operations Manager at Mosaic Pediatric Therapy, you will be responsible for overseeing clinic operations, including managing staff scheduling, facilitating communication with families, and onboarding new patients. Your role will involve monitoring performance indicators, maintaining client schedules, and ensuring that clinical documentation is submitted on time. You will also be the liaison between clinical staff, patients, and management to address any non-clinical concerns, and facilitate the overall functionality of the clinic.