Administrative Site Manager (Project Management)

Administrative Site Manager plays a critical role in ensuring seamless clinic operations, serving as the cornerstone of administrative efficiency in a dynamic healthcare environment. This position oversees key functions such as patient registration, phone management, and coordination of a small administrative team, all while prioritizing a patient-first approach.

Excellence in patient experience, operational workflows, and collaboration with patients, staff, and other stakeholders is central to this role.

The Administrative Site Manager will manage a clinic site with room for expansion. At launch, the clinic will provide a focused selection of Nystrom & Associates (NAL) services, supported by a team of 5-8 administrative professionals under the Lead's and Manager's direction.

Nystrom & Associates, Ltd. is an agency consisting of a team of mental health professionals that specialize in psychiatric evaluations, clinical social work, and family therapy. We are committed to helping patients in our community who are experiencing personal, emotional, marriage, family or psychological problems.

Reports to: Administrative Operations Supervisor

Type: Exempt

Job Duties:

Leadership:

Partner with the Administrative Site lead (if applicable) to provide supervision and direction to administrative staff
Identify training needs, provide coaching, address performance concerns promptly, and conduct common reviews
Manage administrative staff schedules, timecards, and time off requests, ensuring coverage during absences
Manage onboarding of new administrative staff through interviews, orientation, and training
Lead recurring trainings and meetings
Regularly participate in front office responsibilities by checking in patients, answering phones, and covering shifts as needed

Building Maintenance:

Responsible for keeping office space, furniture, and equipment clean and orderly
Collaborate with janitorial/building management as needed
Monitor office supply inventory levels and maintain a cost-effective strategy when submitting supply orders

Patient Care:

Address patient inquiries and concerns with empathy and professionalism
Deliver exceptional care in every patient interaction

Clinical Staff:

Provide orientation for onboarding clinical staff and participate in interviews as requested
Partner with Clinic Site Director and Operations leadership team on clinical staff performance

Miscellaneous:

Understand the organization's culture, strengths, and core values.
Promote professionalism, operational excellence, and compliance with regulations.
Oversee clinic policies, medication management, and communication processes.
Coordinate staff meetings, marketing initiatives, and internal memos.
Maintain knowledge of company operations, partnerships, and attend required meetings and training.
Perform other duties as assigned.

Qualifications:

High school diploma required; bachelor's degree preferred.
Healthcare or behavioral health experience, with a supervisory background, strongly desired.
Positive attitude, growth mindset, and ability to thrive in a fast-paced, dynamic environment.
Strong organizational, communication, and interpersonal skills; proficient in Microsoft Office Suite.
Ability to manage stress, handle confidential information, and meet deadlines independently.
On-site full-time commitment (Monday-Friday) for a minimum of 2 years.

It is clearly understood that all names and materials seen in this position are strictly and highly confidential due to state and federal regulations on patient privacy. Compliance of all HIPAA related regulations will be strictly enforced by Management.