Job Opening: Senior Manager of Administration

Position Summary

The Senior Manager of Administration is responsible for managing the day-to-day administrative and operational functions of a multi-site pediatric therapy practice. This position is highly hands-on and requires an individual who enjoys organizing work, solving problems, managing staff, and ensuring operational tasks are completed accurately and efficiently.

The Senior Manager of Administration works closely with the Owner, Clinical Director and Assistant Directors, the Assistant Director Finance, and administrative staff to keep the practice operating smoothly. This individual is expected to manage people while also stepping into the work directly when needed, and serving as a backup to the various administrative positions. Success in this role is measured by the ability to keep operations organized, staff supported, patients well served, and administrative systems functioning efficiently.   Executive Director/Owner’s approval will be required on many of the below tasks.

Essential Responsibilities

Daily Clinic Operations

• Manage the daily administrative operations of multiple clinic locations.
• Monitor clinic workflows to ensure efficient and consistent operations.
• Oversee front desk operations, scheduling, patient registration, referral management, and administrative workflows.
• Resolve day-to-day operational issues involving patients, providers, staff, scheduling, or facilities.
• Monitor cancellations, reschedules, provider schedules, and patient flow to maximize clinic efficiency.
• Coordinate weather-related closures and operational changes.
• Ensure operational tasks are completed accurately and within established timelines.
• Develop and improve office procedures that increase efficiency and consistency.
• Track outstanding operational issues and ensure timely follow-up until resolution.
• Manage and change voice mail messages on the clinic’s main line and website information during clinic closing, holidays, etc.

Policy Compliance

• Update clinic-wide policies and procedures and communicate changes to staff with approval of Executive Director
• Administer the Rewards & Recognition program, including recognizing birthdays, work anniversaries, Spotlight Awards, and other staff achievements
• Keep the Employee Handbook, forms, checklists and administrative documentation current, including making updates, distributing revisions, and maintaining the current version on the clinic server (approval of the Executive Director)
• Maintain and update the staff directory
• Implement and reinforce administrative policies and office procedures.
• Monitor compliance with established workflows and operational standards.

Staff Management & Development

• Supervise administrative, scheduling, and front office staff at multiple locations.
• Assign daily work responsibilities and monitor completion.
• Recruit, interview, hire, onboard, and train administrative employees.
• Conduct regular staff meetings and individual coaching sessions.
• Complete performance evaluations and provide ongoing feedback.
• Address employee performance concerns promptly and professionally.
• Provide mentorship and support to leadership staff
• Assist with disciplinary actions and terminations of administration staff when necessary.
• Maintain appropriate staffing coverage across clinic locations.
• Foster a professional, collaborative, and service-oriented work environment.

Scheduling & Patient Access

• Monitor provider schedules to maximize productivity and reduce scheduling gaps.
• Review cancellations, waitlists, no-shows, and schedule utilization.
• Work with scheduling staff to improve patient access and clinic efficiency.
• Assist with complex scheduling situations and patient concerns.
• Ensure patients receive timely, accurate, and professional communication.
• Support referral, authorization, and intake processes.

Facilities, Vendors, Technology & Office Systems

• Manage the day-to-day facility operations for all clinic locations, ensuring safe, clean, organized, and professional environments.
• Coordinate building maintenance, repairs, cleaning services, security systems, and relationships with property management in coordination with site coordinators.
• Serve as the primary contact for vendors, contractors, service providers, and equipment suppliers.
• Working closely with the Assistant Director of Business and Finance, administration of company insurance programs, including , health insurance, dental, life insurance professional liability insurance (PLI), and worker’s compensation coverage
• Monitor inventory and oversee purchasing of office, clinical, and technology supplies.
• Provide first-line troubleshooting for office technology, including computers, printers, scanners, phones, internet connectivity, Wi-Fi, audiovisual equipment, and other technology used in daily operations.
• Coordinate with outside IT vendors to resolve technical issues, implement upgrades, install new equipment, and maintain operational continuity.
• Support implementation and ongoing maintenance of the electronic medical record, scheduling software, phone systems, and other operational technologies. Including CareTracker, ClearWave, Ring Central, etc.
• Coordinate website updates by working directly with the web developer to ensure information remains current, accurate, and aligned with organizational priorities when needed.
• Manage website content updates using WordPress, including provider biographies, staff changes, services, forms, announcements, employment opportunities, and other organizational information.
• Evaluate technology needs and recommend practical improvements that enhance operational efficiency and patient experience.

Communication & Customer Service

• Respond professionally to patient, parent, provider, and administrative employee concerns.
• Resolve escalated administrative issues in a timely and solution-focused manner.
• Communicate effectively with clinical leadership, billing, and ownership.
• Ensure consistent communication across all clinic locations.
• Promote an exceptional patient and family experience.

Reporting & Operational Support

• Review operational reports, productivity data, staffing needs, and administrative metrics.
• Monitor key operational indicators and identify areas needing follow-up.
• Prepare operational reports and updates for ownership.
• Participate in operational planning and implementation of new office procedures.
• Assist with special projects and organizational initiatives as assigned.

Qualifications

Required

• Bachelor’s degree required, Master’s degree preferred.
• Minimum of five years of healthcare, therapy practice, or medical office management experience.
• Minimum 5 years supervisory or management experience.
• Strong organizational and time management skills.
• Demonstrated ability to manage multiple priorities simultaneously.
• Excellent communication and interpersonal skills.
• Strong problem-solving and decision-making abilities.
• Experience with electronic medical records and practice management software.
• Proficiency with Microsoft Office (Word, Excel, Outlook, Teams).
• Ability to travel between clinic locations.

Desired Characteristics

The ideal candidate:

• Enjoys managing the daily operations of a busy healthcare practice.
• Leads by example and is willing to step in wherever needed.
• Follows through on commitments without constant supervision.
• Is highly organized and detail-oriented.
• Builds positive working relationships with staff, providers, patients, and vendors.
• Remains calm and solution-focused under pressure.
• Takes ownership of problems until they are resolved.
• Continuously looks for ways to improve efficiency, organization, and the patient experience.