Administrative Operations Specialist

Carolina-Outreach; Raleigh (NC); On-site; USD 30,000 - 40,000; Full time

Benefits offered by this job

Competitive benefits

401k plan

Health insurance

Paid time off

Job summary

Carolina Outreach is seeking an Administrative Operations Specialist to support ncgCARE partners. You will coordinate incentive programs, contracts, and documentation, while maintaining accreditation readiness and policy adherence.

Travel to multiple sites will be required. You will work under the Partner Director of Operations, ensuring accurate reporting and compliant processes across Finance, Legal, and QA teams.

Qualifications

• Bachelor’s degree in business or human services preferred; HS diploma required.
• Minimum 2 years of experience in health and human services.
• Proficient with productivity tools and technology (Excel/PowerPoint/Word).
• Valid driver’s license with clean driving record if driving a personal vehicle.

Responsibilities

• Provide administrative support to ensure daily operations run smoothly.
• Track and manage incentive pay, contracts, and required documentation.
• Maintain compliance with policies, procedures, and accreditation standards.
• Coordinate facility needs, inspections, and vendor communications; travel to locations as needed.

Skills

Highly organized

Excellent communication

Attention to detail

Discretion

Travel readiness

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

CONCORD

Education

Bachelor’s degree in business or human services

High School diploma

Tools

CONCORD

Microsoft Office Suite

Job description

About UsSince 2003, we've been assisting children, families and adults across North Carolina with their behavioral health needs. Carolina Outreach is a group of highly trained behavioral health professionals dedicated to promoting the emotional and physical well-being of our community in a safe and respectful environment.We provide a comprehensive and integrative array of behavioral health services and supports for people of all ages with varying levels of need utilizing an equitable and inclusive approach.We focus on helping our clients tap into and develop their inherent strengths with the goal of supporting the highest quality of life possible for all we serve.About the RoleThe Administrative Operations Specialist provides administrative support to ensure ncgCARE partners are operating efficiently. Reporting to the Partner Director of Operations, this role provides critical support for administrative functions under the general direction of the ncgCARE system, as well as functions under the general direction of the local partner. This role requires strong organizational skills, excellent communication skills, attention to detail, and the ability to exercise discretion in managing a wide range of operational responsibilities.Corporate Administrative Functions:Administers and tracks incentive, stipend, and special pay programs. Coordinates with the ncgCARE payroll department to ensure that all incentives and other payments are executed in accordance with approved compensation programs. Provides reporting on direct incentive programs, bonus programs, pay stipends, and other special pay programs to ncgCARE and Partner leadership as required.Coordinates all partner-specific contracts to include loading into CONCORD for approval routing, and coordinating with appropriate ncgCARE departments (e.g., Finance, Legal, Development, etc) to ensure that all contracts are reviewed, approved, and archived in accordance with ncgCARE protocol.Maintain a Constant State of Accreditation Readiness:Maintains working knowledge of CARF (or other chosen accreditation body) regulations. Maintains a working copy of the current rules to assist partners in answering front-line questions.Consults with the ncgCARE QA department for standard reviews of readiness.Manages all documentation under the general direction of the ncgCARE QA department to ensure that documentation of meeting accreditation guidelines at the partner is maintained at all times.Maintains the local policy manual in the sanctioned ncgCARE storage location and format. Ensures that all policies are current and are reviewed as outlined by ncgCARE policy.Ensures that all safety protocols are followed, which may include coordination with local leadership or performing safety protocols directly (e.g., fire inspections).Oversee Facilities and Programs:Maintains a series of local relationships and or contracts for facility needs. Ensures that all contractual agreements are reviewed and executed in accordance with the ncgCARE policy.Serves as the point of contact for all maintenance-related requests and coordinates between ncgCARE and landlords to ensure that all facilities are properly maintained.Must have the ability to travel to all locations as necessary, to inspect all facilities. Maintains documentation of all inspections.Ensures, through maintaining records and through visual inspections, that all ncgCARE facilities meet the ncgCARE standards established. Coordinates with Finance and Legal departments if repairs, replacement, or maintenance beyond budget is required.Exercises discretion in managing facility-related concerns and escalates complex issues appropriately.This description outlines the general scope and level of work for this role. It is not intended to include every duty or responsibility that may be required of employees in this position.CompensationCompetitive hourly pay aligned with your role, experience, and contribution, with opportunities for growth over time.Compensation: $22.50 - $28.89Placement within the range is based on licensure level, education, and experience.What You Can ExpectFast-paced role with multiple tasks and deadlines to manageRegular communication with internal teams and local partnersOngoing tracking, reporting, and maintaining accurate documentationOccasional travel and hands-on support for facility and operational needsThis job may travel to our Durham, Smithfield, and Wilson locations a few times per month.ResponsibilitiesProvide administrative support to ensure daily operations run smoothlyTrack and manage incentive pay, contracts, and required documentationMaintain compliance with policies, procedures, and accreditation standardsCoordinate facility needs, including maintenance, inspections, and vendor communicationQualificationsEducation & Experience:A bachelor’s Degree in business or human services is preferred. A High School diploma is required.Prefer a minimum of 2 years of experience in the health and human services field.Must be proficient with productivity tools (e.g., Spreadsheets, PowerPoint, Word) and use of technology.Must be a highly organized, task-oriented, independent worker.Certification/Licensure Requirements:Must possess a valid driver’s license with a driving record in good standing if driving a personal vehicle in the course of work.Why Join UsWe are focused on creating a model where clinicians are supported, not overloaded. You’ll have the flexibility to shape your schedule, the support to maintain a steady caseload, and the opportunity to grow within a stable, mission-driven organization.Beyond the engaging work, you'll also benefit from our competitive benefits package to support you and your loved ones, provide work/life balance, and invest in your future. The list below is for informational purposes only.Consumer-driven health plan coverage provided by AnthemWellness: When you enroll in a medical plan, you get complete care support on your time through Sydney app (Anthem), with exclusive access to 24/7 access to licensed doctors, therapists, and psychiatrists.Health Savings Account (HSA) or Flex Spending Account (FSA)Two dental plan options available through Delta Dental, so you can choose the level of coverage that fits your needs and budget.Affordable vision plan available through EyeMed to keep your eyes healthy and your vision sharp.An optional Dependent Care Flexible Spending Account to reimburse yourself on a pre-tax basis for childcare.Generous paid time off401k or Roth IRA Retirement Programs administered by EmpowerFinancial planning and education services at no cost to youVoluntary supplemental benefits (Accident, Critical Illness, Short-Term Disability)Educational Assistance (your position, date of hire and years of service determine your eligibility)Licensure Residency Program for Full-time Clinical StaffAdvancement and Career Development OpportunitiesLegal Notice:We are an equal opportunity employer. Employment is at-will and contingent upon successful completion of background checks and credential verification. We participate in E-Verify to confirm employment eligibility in the United States. Reasonable accommodations are available upon request in accordance with the Americans with Disabilities Act (ADA). Must be authorized to work in the United States. Compensation varies based on licensure, experience, and caseload. ncgCARE and all partner affiliates maintain a drug-free workplace.