Administrative Supervisor

Administrative Supervisor

The Administrative Supervisor leads the administrative team supporting Canopy Roots and Canopy Mental Health & Consulting. This role is responsible for creating a positive, welcoming, and consistent experience for clients while ensuring administrative operations effectively support our direct service programs. The supervisor provides day-to-day leadership to Administrative Coordinators and Client Engagement Specialists and helps ensure organizational processes run smoothly so we can effectively serve the community in alignment with our values.

This position reports to the Business Operations Manager.

Job Details

• Start Date:
  
  As soon as possible
• Location:
  
  Minneapolis and Richfield, MN, In-person
• Hiring Salary Range: $68,000-$78,000 per year, depends on qualifications and experience
• Hours/Days:
  Monday-Friday, 40+ hours a week – including evenings, and weekends when necessary. (Most work falls roughly between the hours of 9:00am-5:00pm)
• Job Type: Full-time Exempt

Key Responsibilities

• Administrative Team Leadership
• Lead and support a team of Administrative Coordinators and Client Engagement Specialists, fostering a collaborative, responsive, and client-centered environment
• Provide coaching and day-to-day leadership to ensure administrative staff are equipped to deliver a welcoming, professional, and supportive experience for clients and clinicians
• Promote cross-training and shared knowledge across administrative roles to ensure consistent service, team flexibility, and reliable coverage for key client-facing functions
• Participate in hiring, training, and performance development of administrative staff, including conducting annual performance reviews and addressing performance concerns when needed
• Ensure consistent and reliable administrative coverage during business hours and provide direct operational support by performing the duties of Administrative Coordinators and Client Engagement Specialists when staff are unavailable, including front desk operations, phone coverage, scheduling, client communication, and other administrative responsibilities necessary to maintain smooth program and service operations

Client Experience & Service Delivery

• Prioritize high-quality client experience, ensuring interactions with our administrative team reflect Canopy's values and norms
• Support efficient and welcoming client intake and scheduling processes, helping clients access services smoothly and with clear communication
• Respond to and triage inquiries from clients, community members, and partners across phone, email, and other communication channels
• Coordinate with clinicians and the Clinical Manager to ensure scheduling processes meet the needs of both clients and service providers, including arranging interpretation services as needed
• Maintain close communication with the Clinical Manager regarding administrative issues that may impact clinical operations, ensuring timely information sharing and coordination across teams

Administrative Systems & Operations

• Develop and refine administrative workflows, policies, and procedures that improve efficiency, accessibility, and the overall client experience
• Identify opportunities to strengthen administrative systems so they better support the work of Canopy's direct service programs
• Support Canopy's purchasing procedure, supervising administrative staff responsible for tracking inventory and preparing purchase requests
• Regularly monitor key client experience metrics (such as call response times, scheduling timelines, and client feedback), ensuring insights are visible to the team and support shared accountability for a positive client experience
• Communicate trends and opportunities for improvement with the administrative team and leadership, helping foster a culture of continuous learning and service excellence
• Contribute to special projects and additional duties that support the effective operation of Canopy programs and services

Data & Administrative Operations

• Maintain and manage the Zoho client database, tracking the client lifecycle from initial inquiry through service engagement
• Analyze and share data insights to inform customer service practices, program support, and resource planning
• Ensure accurate documentation and information management across administrative systems

Client Support & Billing Coordination

• Partner with the billing team to support clear communication with clients around insurance eligibility, payments, and billing processes
• Oversee administrative client support processes, including client feedback surveys, records requests, release of information documentation, and accurate entry of records into the EHR

Office Operations & Technology Support

• Coordinate administrative aspects of office operations across locations, including record keeping, workspace logistics, supplies, and maintenance needs
• Support onboarding and offboarding tasks related to office technology and communication tools
• Coordinate or support planning and logistics for company events, staff gatherings, or…