Administration Manager

POSITION OVERVIEW:

The Outpatient Administrative Manager is responsible for overseeing the daily administrative and operational functions of the outpatient department to ensure efficient, compliant, and patient-centered operations. This role manages front-office and administrative staff across the Worcester and Westminster sites and serves as a key liaison between outpatient operations, clinical staff, patients, and leadership staff.

The Outpatient Administrative Manager ensures the sites remain operationally effective through oversight of scheduling support, patient intake coordination, office administration, purchasing, reporting, vendor coordination, and staff supervision while maintaining high standards of customer service, confidentiality, and fiscal responsibility.

KEY RESPONSIBILITIES:

Administrative Operations

• 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.
• Coordinate 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.
• Assist with staffing coverage and workflow coordination as operational needs arise.

Patient Support Services

• Support patient intake and registration processes.
• Coordinate patient transportation as needed.
• Assist with 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.

SKILLS AND EDUCATION:

• High School Diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Minimum of 3 years of administrative or office management experience, preferably in healthcare or behavioral health settings.
• Previous supervisory or team leadership experience preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and electronic health record (EHR) systems preferred.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced healthcare environment.

WORK ENVIRONMENT:

Work is performed in outpatient healthcare and office settings. The role requires frequent interaction with patients, staff, vendors, and visitors in a fast-paced environment.

PHYSICAL DEMANDS:

Duties regularly require sitting, standing, walking, speaking, hearing, and use of hands for computer and office equipment operation. Occasional lifting or moving of items up to 25 pounds may be required.

TRAVEL:

The position may require occasional travel between assigned outpatient locations.