Administrative Operations Manager

Mosaictherapy; Raleigh (NC); On-site; USD 50,000 - 60,000; Full time

Job summary

Mosaic Pediatric Therapy seeks an Administrative Operations Manager to lead operations at its Durham clinics. The role involves overseeing clinic management, staff scheduling, performance monitoring, and patient communication, all within a supportive and collaborative work environment. Join a company dedicated to enriching the lives of children with autism while providing a robust benefits package and a strong focus on employee satisfaction.

Benefits

Medical, dental, and vision plans

401k with match

Competitive compensation plans

15 days of Paid Time Off accrued annually

Qualifications

• Minimum of one year in operations or business management.
• Experience in healthcare preferred but not required.
• Ability to build strong working relationships.

Responsibilities

• Manage staff scheduling and facility management.
• Monitor key performance indicators.
• Facilitate patient communication and onboarding.

Skills

Customer service orientation

Strong working knowledge of Microsoft Excel

Ability to organize work systematically

Education

Bachelor’s Degree in Business Administration/Management or equivalent

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 confident our unwavering focus on integrating our core values into every aspect of our decision-making will continue to drive our rapid growth. We are on a mission to enrich the lives of children with autism and inspire the clinical leaders of tomorrow.

Mosaic Pediatric Therapy has an opening for an Administrative Operations Manager to support our Durham North and Southpoint clinics. 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.

• 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; a company 401k with match; competitive compensation plans; paid holidays; and 15 days of Paid Time Off accrued annually, beginning at hire.

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 CEO.
• 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 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 relationships with patients and their families, addressing all non-clinical family concerns.
• Managing and monitoring clinic supplies inventory and replenishment schedules.
• Maintaining relationships with landlords and sub-contractors, facilitating repairs and maintenance as necessary.
• Preparing for and training new hires on administrative functions and policies.
• Performing other duties as assigned by the Clinical Director or Vice President of Clinical Operations.

Education & Experience

• Bachelor’s Degree in Business Administration/Management, Healthcare Management, Information Systems, Project Management, Accounting, Finance, Operations Research, Statistics, Industrial Engineering, or an equivalent combination of education and work experience.
• A minimum of one (1) year of experience in operations or business management (healthcare 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 and patient families.
• Ability to learn quickly, perform multiple tasks, and organize work systematically and efficiently.

Salary: $50,000 - $60,000 a year