Administrative Operations Manager

Mosaictherapy; Garner (NC); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Comprehensive medical, dental, and vision plans

Short-term disability coverage

Company 401(k) with match

Paid holidays

15 days of Paid Time Off annually

Job summary

Mosaictherapy in Garner, North Carolina, is searching for an Administrative Operations Manager to oversee clinic operations while aiming for performance targets. The ideal candidate will manage schedules, facilitate communication with families, and ensure compliance with operational policies.

Responsibilities include monitoring key performance indicators and maintaining a professional environment for patients and staff. We offer a comprehensive benefits package including medical, dental, vision, and a 401(k) plan with a match.

Qualifications

• Bachelor’s Degree in Business Administration, Healthcare Management, or equivalent.
• Minimum of one year in operations or business management.
• Strong working knowledge of Microsoft Excel or Google Sheets.

Responsibilities

• Monitor and report key performance indicators.
• Develop and maintain the client/therapist master schedule.
• Ensure clinical staff submit documentation promptly.

Skills

Microsoft Excel

Customer-service orientation

Ability to organize work

Education

Bachelor’s Degree in relevant field

Job description

Mosaic Pediatric Therapy is a leading provider of life‑changing therapy for children with autism and learning disabilities across North Carolina and Virginia. We are on a mission to enrich the lives of children with autism and inspire the clinical leaders of tomorrow.

Administrative Operations Manager

The Operations Leader at our Raleigh clinic manages key aspects of clinic operations toward performance targets, including scheduled hours fulfillment, clinical staff utilization, and overall billable hours. The role supports staff scheduling, facility management, family/patient communication, new patient onboarding, administrative orientation for new hires, and enforcement of administrative, operations and HR policies.

Responsibilities

• Monitor and report key performance indicators to the Clinical Director, Vice President of Clinical Operations, and CEO.
• Develop and maintain the client/therapist master schedule to maximize clinic and therapist utilization while fostering continuity and quality of care.
• Modify and change daily schedules as needed to accommodate client and therapist absences, notifying staff and parents of appointment changes in a timely manner.
• Review and approve therapist requests for time off in accordance with clinic scheduling guidelines and policies.
• Facilitate client sign‑in/sign‑outs at the beginning and end of each appointment and document late arrivals/pickups.
• Ensure clinical staff submit appointment documentation promptly to support revenue cycle targets.
• Build and maintain 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.
• Other duties may be assigned by the Clinical Director or Vice President of Clinical Operations.

Qualifications

• Bachelor’s Degree in Business Administration, Healthcare Management, Information Systems, Project Management, Accounting, Finance, Operations Research, Statistics, Industrial Engineering, or equivalent combination of education and work experience.
• Minimum of one year of experience in operations or business management (health‑care experience preferred but not required).
• Strong working knowledge of Microsoft Excel or Google Sheets.
• Customer‑service orientation and ability to build strong relationships with staff and families.
• Ability to learn quickly, perform multiple tasks and organize work systematically and efficiently.
• Successful completion of a background check is required.

Benefits

• Comprehensive medical, dental, and vision plans.
• Short‑term disability coverage.
• Company 401(k) with match.
• Paid holidays and 15 days of Paid Time Off accrued annually, beginning at hire.
• Work hours: 8 a.m. – 6 p.m.; no nights or weekends.

Mosaic is an Equal Opportunity Employer.