Executive Administrator (Healthcare)

AbleLight; Mission Viejo (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

A leading company focused on empowering individuals with developmental disabilities seeks an Area Operations Manager. This role involves high-level support for leadership and oversight of critical operational functions, requiring strong organizational skills and a background in administrative tasks. Ideal candidates will have a Bachelor’s degree and experience in compliance and project management, along with excellent communication abilities.

Benefits

Health and Wellness coverage

403(b) with 3.5% match

PTO and Tuition Reimbursement

Ongoing training and career development

Any Day Pay through Dayforce Wallet

Qualifications

• Four years of administrative experience; experience with IDD regulations preferred.
• Experience managing multiple projects in a fast-paced environment.
• Valid driver’s license and willingness to work flexible hours.

Responsibilities

• Support operational processes, including compliance with regulations.
• Manage staffing, finance, and placement.
• Lead special projects and coordinate recognition activities.

Skills

Organizational skills

Project management

Communication

Problem-solving

Education

Bachelor’s degree in a related field

Tools

MS Office Suite

Adobe Acrobat

SharePoint

Job description

Put Your Heart to Work!

At AbleLight, we believe the world shines brighter when people with developmental disabilities achieve their full potential. We pioneer life-changing services that empower the people we serve to thrive.

The Area Operations Manager (AOM) operates as a chief of staff for the Area Vice President, providing high-level administrative support and facilitating information and processes for operational and state leaders. This person must be open to change in line with state direction and organizational goals, championing the AbleLight culture. With minimal direction and in alignment with our strategy and purpose, the AOM completes duties, produces regular and on-time reports, manages assigned projects, and communicates on behalf of leadership with various stakeholders internally. Responsibilities include staffing, finance, referral and placement, and training. These duties are critical to business operations and directly impact AbleLight, the people we serve.

Primary Responsibilities:

Regulations & Reimbursement:

• Support and facilitate process requirements for annual licensing.
• Analyze and create materials for key meetings, develop agendas, communications, and related meeting materials. Provide ongoing administrative support to state leaders. Oversee processes related to Medicaid redetermination, licensing, and annual procedures for individuals served.
• Organize and calendar annual/semiannual meetings per person and AU (ISP, PFW).

Reporting & Survey Readiness:

Assist local leadership with operational processes through communication, reporting, and compliance with regulations and organizational needs:

• Analyze payroll program hours versus actual spend.
• Oversee timely submission of state-required paperwork.
• Lead the Plan of Correction process, ensuring all documents are filed promptly.
• Support DRO/MRO during surveys and audits as needed.

Other Duties:

• Approve or deny invoices under $1,000 (e.g., house repairs, landscaping, snow removal).
• Perform state-specific duties such as EBT reconciliation.
• Order supplies for homes and service lines as needed.
• Manage electronic and physical mail, responding appropriately.

Special Projects:

• Lead assigned special projects.
• Coordinate quarterly recognition activities.

Knowledge, Skills, and Abilities:

• Ability to develop creative solutions for challenging and evolving situations.
• Confident, articulate, discreet, and ethical in all interactions.
• Strong organizational, planning, time management, and project management skills, with attention to detail and the ability to interpret regulations.
• Excellent verbal and written communication skills, adaptable to different audiences.
• Proficient in MS Word, Excel, PowerPoint, and other relevant software.

Minimum Qualifications:

• Bachelor’s degree in a related field or equivalent experience.
• Must be at least 18 years old.
• Four years of administrative experience; experience with IDD regulations and compliance preferred.
• Experience managing multiple projects in a fast-paced environment.
• Advanced skills in Outlook, Excel, Word, PowerPoint, Adobe Acrobat, SharePoint.
• Valid driver’s license and willingness to work flexible hours, including occasional evenings and weekends.

Benefits:

We support the whole person with benefits designed for your and your family’s well-being:

• Health and Wellness: Medical, Dental, Vision, and Teledoc.
• Financial Wellness: 403(b) with 3.5% match, HSA, FSA, Life, AD&D, STD, LTD insurance.
• Work/Life Balance: PTO, Tuition Reimbursement.
• Career Development: Ongoing training.
• Any Day Pay: Access your earned wages anytime with Dayforce Wallet.