Lead Administrative Support Staff

Description

Fulfill your purpose at CLM:

Center for Life Management (CLM) provides the area's most comprehensive array of outpatient mental healthcare. We offer innovative and evidence-based services that enhance the health and well‑being of individuals and families. We partner with local and statewide organizations to achieve our mission and together build stronger communities and greater awareness for whole health and wellness.

The Lead Administrative Support Staff serves as the primary administrative lead for CLM’s Birch location children’s practice. This role ensures smooth daily front office operations, delivers a welcoming and supportive patient experience, and provides coordination and leadership to administrative, clinical, and case management teams. This position functions as a working lead performing all core front desk responsibilities (check-in/check-out, phones, scheduling, EHR updates, client assistance) while also providing day‑to‑day supervision, workflow coordination, and leadership to the administrative support team.

While primarily assigned to the Birch site, the Lead may provide cross‑site support if urgent or emergent needs arise at other CLM offices. The Lead Administrative Support Staff plays a key role in maintaining efficient workflows, ensuring EHR accuracy, supporting operational readiness, and monitoring productivity standards. This position reports directly to the Administrative Operations Manager and works collaboratively with clinical and case management leadership.

This is a full‑time, 40‑hour per week position.

Schedule:

Monday–Friday, 9:00 AM – 5:30 PM.

• Serve as the lead administrative staff member for the children’s practice.
• Greet patients and families in a professional, welcoming manner.
• Oversee and ensure completion of all check‑in and check‑out procedures.
• Notify providers promptly when patients arrive.
• Update and verify patient information in the EHR system.
• Accurately collect and document copayments.
• Schedule follow‑up appointments as needed.
• Perform all regular front desk responsibilities as a working lead and model best practices.

• Create and manage the daily front office coverage schedule, ensuring adequate staffing at all times.
• Interview and hire administrative staff in partnership with the Administrative Operations Manager.
• Complete performance evaluations for administrative support staff.
• Manage performance concerns and corrective actions in collaboration with the Administrative Operations Manager.
• Approve timecards, schedules, and time‑off requests for administrative staff.
• Handle attendance management, including monitoring call‑outs and coordinating coverage.
• Assign and prioritize daily workflow for administrative staff to support operational efficiency.
• Onboard and train new administrative team members.
• Track, monitor, and maintain office metrics, productivity measures, and operational reports as required.
• Provide cross‑site administrative support during emergent staffing needs at other CLM offices when possible.
• Ensure consistency, accuracy, and quality in all front office processes.
• Communicate regularly with the Administrative Operations Manager regarding staffing, workflow, trends, and operational needs.

• Provide administrative support to clinical and case management staff.
• Facilitate communication between providers and front office staff.
• Ensure administrative processes align with clinical needs.

• Ensure the office environment is organized and operating efficiently.
• Oversee ordering and maintenance of office and administrative supplies.
• Monitor supply levels to ensure uninterrupted operations.
• Support general office needs to maintain a productive work environment.

• Perform functions professionally and in a manner that protects the integrity and confidentiality of clients and staff.
• Actively participate in appropriate team meetings and committees as requested by supervisor.
• Represent CLM in a professional and appropriate manner in all settings.
• Perform all other…