Executive Administrator​/Practice Management

POSITION TITLE:

Executive Administrator/Practice Management PROGRAM:
Administration GENERAL STATEMENT OF RESPONSIBILITIES:

The Executive Administrator position at Wellmore, Inc. is directly responsible for the oversight of administrative and business functions at assigned locations. This includes supervision of the assigned program Office Manager(s), administrative staff and Medical Assistant ensuring the operations run smoothly including a positive client experience, workplace efficiency and task completion. This role also provides direct administrative support to the Wellmore Senior Management Team.

SUPERVISION:
Supervised by:
Vice President of Administration EXAMPLES OF RESPONSIBILTIES:

Acts as a confidential assistant to the Senior Management Team.

Processes various types of correspondence, independently composes routine letters and reports.

Maintains files on correspondence, projects, and agency activities.

Manages administrative support Senior Management Team, including meeting notices, agendas, minutes, and regular communication.

Maintains the Agency wide meeting calendar including scheduling meetings.

Coordinates and prepares a variety of grants and proposals following prescribed procedures and time frames.

Performs special assignments, routine administrative functions or other related work as required.

Attends and takes minutes at all relevant meetings.

Review and revise administrative workplace policies and procedures to assigned programs as needed.

Ensure policies are consistent with regulatory compliance.

Assist with hiring and training of administrative staff.

Ensure appropriate client workflow, from check in to check out.

Monitor clinician and medical staff schedules in assigned programs ensuring appropriateness of session availability to meet client needs.

Ensure proper billing procedures are followed. Review billing reports daily and train as needed. Monitor for maximum revenue.

Ensure daily practice management protocols are met.

Supervise Medical Assistant ensuring all protocols/workflows are followed.

Conduct regular meetings with Medical Team to review protocols/workflow.

Implement and monitor state-of-the-art customer service practices including education and training.

Interact with clients as needed.

Collaborate with medical and clinical staff and leadership to develop business strategies and efficient client care services.

Troubleshoot problems such as client complaints, inefficiencies, workplace conflict and other items that disrupt operations.

Other duties as assigned by supervisor or Senior Management.

QUALIFICATIONS:

Confidentiality & Compliance:
Must maintain the utmost confidentiality regarding all agency operations, proprietary data, and sensitive client matters in strict accordance with HIPAA regulations and organizational policies.

Productivity & Time Management:
Ability to independently manage a diverse workload and consistently maintain an optimal level of productivity and efficiency, meeting performance metrics as established by leadership.

Collaboration & Teamwork:
Proven capability to work effectively as part of a multidisciplinary team, fostering a cooperative, supportive, and communicative work environment.

Professional Communication:
Possess exceptional written and verbal communication skills, with the ability to interface professionally, clearly, and confidently with executives, clinicians, external stakeholders, and community partners.

Scheduling Flexibility:
Must possess the ability to maintain a flexible work schedule to adapt to changing operational needs, crisis management situations, or agency events as required.

Language Proficiency:
Fluency in both English and Spanish (written and verbal) is highly preferred to effectively support and communicate with our diverse client population.

PREFRRED

QUALIFICATIONS:

Technical Savvy:
Experience navigating Electronic Health Records (EHR) systems, practice management software, or advanced data entry platforms.

Problem-Solving

Skills:

Strong critical thinking skills with a demonstrated ability to remain calm and resourceful under pressure or during operational disruptions.

Industry

Experience:

Prior experience working in a behavioral health, community health, or social services agency setting is a plus.

Demonstrated supervisory skills.

EDUCATION & EXPERIENCE:

Bachelor’s Degree or 5 years’ Executive Administration and/or Practice Management experience in a business setting.

Previous experience as an executive administrator to senior management preferred.

Computer experience necessary.

LICENSURE/CERTIFICATION/REGISTRATION:

Valid driver’s license, reliable transportation, and valid auto insurance.
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