Administrative Manager

Department:
Administration / Operations

Reports To:

Directors

Employment Type:

Full-Time
Classification:
Exempt
Compensation: $72,000–$78,000 annually

Location:

California | Hybrid

Pacific Health Group (PHG) is a rapidly growing healthcare organization committed to improving access to care and addressing the social determinants of health through community-based, whole-person services.

Our teams work collaboratively across programs and departments to support the individuals and communities we serve. As PHG continues to grow, we are building strong internal systems and leadership infrastructure that allow our teams to operate efficiently, remain accountable, and deliver high-quality services.

The Administrative Manager is responsible for overseeing designated administrative functions within Pacific Health Group, with primary responsibility for Administrative Assistant operations, Contracting/Grants/RFP administration, and Data Administration.

This position provides direct supervisory leadership over assigned administrative personnel and ensures these functions operate efficiently, accurately, and consistently. The Administrative Manager is responsible for establishing workflows, assigning and tracking work, monitoring deadlines and deliverables, maintaining quality standards, and addressing barriers within the assigned areas of responsibility.

The role requires strong organizational leadership, independent judgement, attention to detail, accountability, and exceptional follow-through.

• Provide direct supervision and leadership to assigned Administrative Assistant personnel.
• Establish clear responsibilities, priorities, deadlines, workflows, and performance expectations.
• Assign and delegate administrative responsibilities based on organizational needs.
• Monitor assignments and deliverables through completion.
• Conduct regular one-on-one meetings with direct reports.
• Provide ongoing coaching, feedback, training, and professional development.
• Monitor performance, productivity, responsiveness, attendance, accuracy, and accountability.
• Conduct performance evaluations for assigned personnel.
• Address performance concerns promptly and partner with Human Resources when coaching, corrective action, or performance improvement is necessary.
• Participate in recruitment, interviewing, onboarding, and training for assigned positions.
• Develop and maintain standardized administrative workflows and procedures.
• Promote professionalism, responsiveness, accuracy, ownership, and follow-through.

• Oversee administrative processes related to organizational contracts, grants, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and similar opportunities.
• Maintain centralized tracking of active contracts, renewals, expiration dates, submission deadlines, deliverables, and required documentation.
• Develop and maintain calendars and tracking systems for critical deadlines.
• Monitor upcoming requirements and proactively communicate deadlines to appropriate stakeholders.
• Coordinate with internal departments and subject-matter experts to obtain information and documentation required for submissions.
• Oversee the assembly, formatting, organization, review, and administrative preparation of proposals and supporting materials.
• Track contract execution, amendments, renewals, expirations, and associated administrative requirements.
• Ensure contract, grant, and RFP documentation is appropriately maintained and readily accessible.
• Identify missing documentation, potential delays, or administrative barriers and work with the appropriate stakeholders toward resolution.
• Escalate significant risks,…