ADMINISTRATIVE SUPPORT MANAGER JOB DESCRIPTION

Day-to-day healthcare operations either run or they don't. When the person managing them is absent, vendor contracts lapse, clinical staff lose administrative cover, and patient-facing workflows stall. An Administrative Support Manager in a healthcare setting owns the operational infrastructure that keeps a department, whether an occupational health system, a behavioral health center, or a general medical practice, functioning without interruption. This role answers to a Director of Operations or department director and is accountable for everything from GMS-compliant patient record integrity to SAMHSA grant contractual requirements. Few roles carry this breadth.

As the Administrative Support Manager, you will drive department-wide administrative operations across clinical and non-clinical functions, ensuring regulatory compliance, staff supervision, and continuous service delivery within a healthcare environment. You will report to a department or operations director while coordinating daily workflows, vendor relationships, budget oversight, and a team of administrative and direct service staff whose productivity you are directly responsible for.

Career Impact: Owning compliance accountability under frameworks such as occupational health regulations and behavioral health contractual standards builds a record of healthcare operations leadership that transfers across hospital, clinic, and community health settings.

Business Impact: Patients, clinical staff, and funding bodies all depend on this role's output - when administrative operations are well-managed, care delivery timelines hold, and contractual utilization targets are met.

Growth Opportunity: The scope of this role, spanning budget management, staff supervision, and regulatory compliance, is a direct path toward a Director of Operations or Healthcare Operations Manager title.

• Direct and coordinate daily administrative and office operations, ensuring uninterrupted service to patients and clinical staff.
• Supervise, train, and evaluate administrative and direct service staff, identifying development needs and managing performance.
• Manage vendor contracts and service agreements, monitoring deadlines, renewals, and compliance with contractual terms.
• Maintain and audit patient or program records in accordance with applicable healthcare regulations and patient confidentiality standards.
• Oversee budget planning and expenditure monitoring, preparing expense reimbursements, purchase requisitions, and invoices under director guidance.
• Develop and update policies and procedures for program operations in collaboration with quality improvement and clinical staff.
• Coordinate staff meetings, record and distribute minutes, and liaise across departments to identify and resolve workflow issues.
• Serve as primary liaison between clinical staff and administrative leadership, escalating issues to the director as appropriate.

• Bachelor's degree in Healthcare Administration, Business Administration, or a related field, or equivalent work experience.
• Three or more years of administrative experience in a healthcare or clinical environment, with at least one year in a supervisory capacity.
• Knowledge of healthcare compliance requirements, including patient confidentiality standards and occupational or behavioral health regulations.
• Demonstrated ability to manage budgets, prepare financial documents, and monitor departmental expenditures accurately.
• Strong written and verbal communication skills, with the ability to coordinate across clinical and non-clinical staff at multiple organizational levels.
• Excellent organizational and time-management skills, with proven capacity to perform reliably in high-pressure or crises.

• Experience supporting grant-funded behavioral health programs, including familiarity with SAMHSA or CCBHC program requirements.
• Background in occupational health administration, including vendor contract management across multi-site healthcare systems.
• Proficiency with electronic health record environments and health system administrative platforms.

• Staff productivity and utilization rate against program or contractual targets, measured monthly.
• Vendor contract renewal rate, reflecting timely management of compliance deadlines across all active agreements.
• Budget variance percentage, tracking how closely departmental expenditures remain within approved budgetary limits.
• Patient record accuracy rate, based on audit findings within the applicable medical records system.
• Mean time to resolve facility or program crises, measuring speed from incident identification to documented closure.
• Typical tools: Office productivity suite (commonly Microsoft Word, Excel, Outlook); EHR platforms (commonly Epic or equivalent health system software).

• Base Salary Range: $55,000 to $75,000 annually, depending on experience and setting
• Bonus: Annual performance bonus of 5% to 10%, where offered
• Equity: Not typical for this role in healthcare settings
• Health Benefits: Medical, dental, and vision coverage standard
• PTO: 15 to 20 days annually, plus holidays
• Common Perks: Tuition assistance, continuing education support, employee assistance programs

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Candidates must be authorized to work in the United States. Employment in this role is contingent upon successful completion of a background check and, where applicable, drug screening consistent with healthcare industry standards. Reasonable accommodations will be provided to qualified individuals with disabilities throughout the application and employment process. All applicants are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, and local law.

The Administrative Support Manager owns the full volunteer program lifecycle, from recruiting and training to placement, while supporting AFF's communications, events, and membership services. Working closely with Executive and Associate Directors, this role shapes the organization's external visibility and ensures smooth day-to-day administrative operations that sustain donor and member relationships.

Key Responsibilities

• Participate in monthly staff meetings held in the assigned area.
• Work closely with Executive and Associate Directors and receive direction from them as needs arise.
• Oversee all aspects of AFF's volunteer program, including recruiting, training, and job placement.
• Contribute to the visibility of the organization by representing AFF at third-party events, including occasional weekends.
• Create and distribute paperwork such as thank you notes, newsletters, and press releases.
• Assist with AFF communications via email, phone calls, and bulk mailings.
• Assist Associate Director with the Sunshine Circle Program by updating member records, maintaining enrollment, and providing consistent communication with members.

Required Qualifications

• High School Diploma or equivalent required, with an associate's degree preferred.
• 3 to 5 years of experience in a related field.
• Familiar with virtual filing systems and record-keeping procedures, with basic knowledge of general business principles and practices.
• Proficient in Microsoft Office products, including Word, Excel, PowerPoint, and Outlook.
• Ability to prepare clear, concise, thorough, and grammatically correct written reports, letters, and memoranda.
• High attention to detail, accuracy, and strong organizational skills.
• Polite and professional customer service skills, communicating tactfully and effectively both verbally and in writing.

Embedded within an academic center's administrative team, the Administrative Support Manager delivers oversight of 15+ substitute teachers, including hiring, scheduling, and payroll, while serving as the institution's primary front-facing contact for students, families, and guests. Working closely with academic and operations leadership, this role ensures reliable daily staffing coverage and compliant administrative functions that protect student learning continuity.

Core Functions

• Oversee 15+ substitute teachers, including interviewing, hiring, termination, scheduling, and payroll to ensure a reliable and effective substitute pool.
• Evaluate and analyze the substitute system for efficiencies and suggest improvements to ensure top-tier student coverage.
• Respond promptly to last-minute call-outs during nights and early mornings to ensure substitute coverage the following day.
• Manage daily staffing gaps, including reconciling payroll and auditing expenses to ensure compliance.
• Perform a broad range of administrative tasks, including greeting students and families, answering phones, managing calendars, monitoring emails, and handling confidential correspondence.
• Represent the academic center as a forward-facing institution and oversee visitor, student, and staff entry into the building.
• Plan and coordinate internal and external events, including campus tours, building maintenance, school inspections, and ordering of supplies and furniture.
• Adhere to all company policies, procedures, and business ethics codes, including NCAA and FHSAA regulations.

Qualifications & Experience

• Associate's or Bachelor's degree in education, business, marketing, finance, or a related field preferred.
• Understanding of an educational and athletics environment, including intercollegiate and interscholastic athletics, college recruitment, and the student-athlete experience.
• Proficiency with MS Office, including Outlook, Excel, Word, PowerPoint, and OneNote.
• Highly organized with the ability to juggle multiple projects, exercise discretion and independent judgment, and handle confidential information.
• Excellent written and verbal communication skills.
• Ability to interact with staff at all organizational levels and promote a positive, professional environment.
• Ability to work flexible hours, including nights, weekends, and holidays.
• Bilingual preferred.
• Background check and drug check required upon offer.

Reporting to the Director of Operations and Senior Director of OHS, the Administrative Support Manager shapes the operational workflow of Occupational Health Services departments across the system by coordinating vendor contracts, staff meetings, and budget activities. Partnering with IT, Health and Wellness Specialists, and clinical staff, this role ensures compliance with deadlines and supports efficient, system-wide OHS business operations.

Primary Duties

• Direct, supervise, and coordinate office staff and office activities on a day-to-day basis.
• Support the Director in coordinating business operations of the office, MSS, Ellucid, Epic, and MyTime, and assist with special projects.
• Manage OHS vendor contracts, including MDNow-Florida and CareNow-Nevada, ensuring compliance with deadlines and renewals.
• Assist with budget planning, monitor supply inventory, and prepare expense reimbursement requests, invoices, and purchase requisitions.
• Assist IT and Health and Wellness Specialists with projects and complete special assignments by managing priorities, timelines, and problem-solving.
• Coordinate staff meetings for administrative and clinical staff, record and distribute meeting minutes, and liaise with staff to identify workflow issues.
• Serve as liaison between hospital staff and OHS, coordinate logistics for internal and external meetings, and manage day-to-day office operations.

Education & Experience

• Bachelor's degree in Healthcare Administration or a related field required.
• Minimum 3 years of experience in healthcare, preferably with management experience.
• Proven experience with administrative and accounting processes is an advantage.
• Knowledge of occupational healthcare regulations and medical terminology preferred.
• Outstanding written and verbal communication skills.
• Excellent organizational and time-management skills.
• Problem-solving ability with the capacity to perform well under stressful situations and maintain steady workflows.

Sitting at the intersection of legal governance and continuing education content, the Administrative Support Manager leads the full operational cycle of the Standing Committee on Constitution and Bylaws and manages Annual Meeting deliverables, including the Student Ethics and Video Contest and Continuing Education content. Operating across projects assigned by the Senior Manager, General Counsel, and Director, this role ensures that governance documentation, budget preparation, and organizational compliance remain accurate and current.

Duties

• Provide direct support to Deputy General Counsel/Director of CEBJA in aligning goals and objectives with the mission, managing operational functions, and developing operational plans for meetings and projects.
• Manage all Standing Committee on Constitution and Bylaws operations associated with the Annual Meeting and House of Delegates.
• Manage yearly updates to the Constitution and Bylaws and the Organization and Governance Manual.
• Manage the Student Ethics and Video Contest, area on Connect, Library, content via SiteCore, and the Knowledge Center.
• Manage Continuing Education and Content Development for the Annual Meeting.
• Work on special projects assigned by the Senior Manager, General Counsel, or Director, and manage and prepare the budget.

Skills & Qualifications

• Bachelor's degree required, or 9 years of experience in lieu of degree.
• 5 years of experience coordinating multiple projects, drafting and editing reports, proofreading correspondence, and managing databases.
• Proficiency in Microsoft Office Suite.
• Excellent oral and written communication, proofreading, organization, and project management skills.
• Good judgment in prioritizing urgent matters, making decisions, taking ownership, and paying close attention to detail.
• Ability to maintain confidentiality.
• Can promote a collegial work environment.
• Strong collaboration and self-awareness skills.
• Ability to attend two council meetings per year, the annual meeting, and weekday evening conference calls.

A key member of the practice team, the Administrative Support Manager builds the foundation for seamless patient access by managing appointments, GMS records, payment reconciliation, and prescription and referral queries. Collaborating across medical staff and the Practice Manager, this role ensures that front-of-house administrative functions support compliant, confidential, and responsive patient care.

Functions

• Organise and book patient appointments and meet and greet patients attending the practice.
• Maintain GMS patient records, validate medical cards, and enter and maintain patient files in the patient administration system.
• Collect payment, issue receipts, and complete end-of-day reconciliation where relevant.
• Deal with all patient queries, including prescription requests, social welfare certs, and referral letters, and distribute to team members as required.
• Provide support to medical staff, answer phones, direct calls, and reply to general emails.
• Maintain filing, scanning, and all other paperwork on a daily basis.
• Complete ad hoc projects or additional tasks as requested by the Practice Manager, including responsibilities related to infection prevention and risk management.

Requirements

• Excellent interpersonal, communication, and telephone skills.
• Strong customer service and organisational skills.
• Computer-literate in Word, Excel, and email.
• Experience with computerised medical practice desirable but not essential.
• Ability to work on own initiative and as part of a team, with flexibility and problem-solving ability.
• Discreet with strict adherence to patient confidentiality.

Efficient program operations and compliance within a SAMHSA Certified Community Behavioral Health Center Expansion grant depend on the Administrative Support Manager, who delivers direct supervision, training, and budget monitoring across clinical and administrative staff. Based within a behavioral health setting serving clients with co-occurring mental health and substance use disorders, this role ensures staff have the resources and guidance needed to maintain productivity, quality care, and adherence to all programmatic and contractual requirements.

Accountabilities

• Manage day-to-day program administrative operations and ensure efficient, safe facility operations, assuming ownership of any facility or program crisis through to resolution.
• Ensure compliance with all programmatic, contractual, environmental, safety, and health requirements.
• Develop and maintain policies and procedures for day-to-day program operations in collaboration with QI and EHR staff.
• Provide direct supervision, training, and guidance to supervisors and direct service staff, identifying strengths and weaknesses to develop each staff member to their fullest potential.
• Monitor program budgets, facilitate response to ensure utilization, and assist the Director in keeping programs within agreed budgetary limitations.
• Keep program staff and the Director informed on quality of care concerns through regular reporting and team discussions.
• Ensure all direct reports and direct service providers meet productivity and utilization expectations.

Experience & Qualifications

• Bachelor of Science or Bachelor of Arts in a relevant field required.
• Minimum 1 year of experience providing administrative support in a behavioral health setting.
• Experience with treatment and management of clients with co-occurring mental health and substance use disorders, including perinatal women and trauma-informed services.
• Strong computer skills, including Outlook, Excel, Word, and PowerPoint.
• CDCR fingerprint clearance required.
• Must not be on parole or probation for a minimum of two years.

As the Administrative Support Manager, this role owns the full spectrum of operational and communication functions for the Office for Inclusion and Equity, from account processing and records management to designing presentations and coordinating case management. The Office for Inclusion and Equity relies on this work to maintain compliance with state and federal regulations, respond effectively to external audits, and sustain high-quality service for campus partners, including human resources, legal affairs, and compliance services.

Activities

• Manage daily office operations, including maintaining business hours, ordering supplies, managing common areas, and providing reception and client support.
• Manage account processing, monitor and reconcile expenses from encumbrance to reconciliation, and process contracts, payment vouchers, invoices, travel, and pro-card documents.
• Manage all office communication channels, including the OIE inbox and website, escalate inbound communications appropriately, and process data entry for service requests.
• Develop and support a culture of high-quality records management, including systems and practices that ensure compliance with applicable state and federal regulations.
• Serve as primary contact for outside parties, create and maintain recordkeeping systems, maintain office records and files, and prepare automated reports and other documents.
• Assist in coordinating case and project management, design and assemble PowerPoint and training platforms, prepare meeting minutes, and track action items to closure.
• Develop, prepare, and coordinate program-related correspondence, briefings, presentations, customized graphics, reports, charts, and media.

Education & Experience

• Bachelor's degree and four years of clerical experience, including 2 years in a senior administrative role required.
• Proven ability to independently manage multiple priorities and projects with professional judgment and problem-solving ability.
• High emotional intelligence, appreciation for diverse groups, and ability to operate within a variety of organizational structures.
• Strong initiative, work ethic, and knowledge of customer service practices with excellent oral and written communication skills.
• Demonstrated ability to troubleshoot and apply policies to resolve complex issues.
• Experience with Microsoft Word, Excel, and Windows.
• Detail-oriented data entry skills.

Administrative Support Manager supports the full range of chapter administrative, financial, and program operations — from multi-chapter revenue processing and auction database management to compliance reporting and event logistics — for a nonprofit chapter and its Executive Director. Success in the position means the chapter maintains audit-ready financial records, efficient donor and volunteer communications, and operationally sound events that advance the Foundation's mission.

Operational Focus

• Oversee office administrative functions and provide administrative support to the Executive Director and Development Staff, ensuring operations and events comply with policies.
• Perform a range of administrative duties, including database management, preparing correspondence, forms, and documents, and monitoring day-to-day administrative functions.
• Assist with compliance initiatives, reports, email communications, and logistics for events, and coordinate mail lists and reports for mailing and emailing campaigns.
• Serve as primary liaison between national IT and operational support staff and chapter staff, and participate in bi-monthly Field Operations conference calls.
• Order office supplies, maintain equipment, open mail, prepare postage meter reimbursements, and ensure new staff have the needed equipment.
• Coordinate multi-chapter revenue processing, secure venue contracts and permits, manage event-day supplies, and support volunteers and guests, including troubleshooting mobile bidding and registration issues.
• Manage databases, including Auction, ensure auction entry review processes are followed, produce bid sheets, and manage programmatic non-revenue initiatives such as Grampions and Advocacy.
• Reconcile P+L statements monthly, calculate Fair Market Values, process event payments, matching gift forms, and invoices, and maintain chapter accounting and donor receipt files.
• Assist in submitting contracts and invoices through Workplace/Workday, support year-end projections, answer phones, monitor the chapter mailbox, and manage volunteer and intern recruitment and orientation.

Technical Qualifications

• Minimum 4 years of experience in a financial management, administrative, and operational role.
• Familiar with nonprofit finance and accounting regulations.
• Ability to multi-task, prioritize, meet deadlines, and manage multiple projects while maintaining accuracy and organization.
• Proficient in Microsoft Office Suite, ClearView, BI reporting, Zoom, Amply, SharePoint, WorkPlace, Cornerstone, and ADP.
• Experience using social media and communication platforms.
• Strong interpersonal and communication skills.
• Ability to work effectively with volunteers, donors, board members, and internal and external stakeholders at all levels.

The Administrative Support Manager owns the oversight and daily direction of multiple administrative offices within a hospital or university setting, managing staff hiring, performance, budget planning, and centralized application systems. Collaborating with faculty and staff to develop improved operational processes, this role enables consistent, compliant, and customer-focused support across departments and clinical affiliation agreements.

Key Deliverables

• Direct and implement business, administrative, and financial decisions and facilitate problem-solving of office issues for staff.
• Manage and monitor check requests, travel authorizations, reimbursements, and ensure Financial Policies and Procedures are consistent with Corporate Compliance requirements.
• Oversee department and project budget planning, development, tracking, and expenditure monitoring.
• Oversee purchase requisitions and approvals for all department equipment and supplies.
• Manage staff, including hiring, recognition, performance reviews, discipline, recruitment, and training, and coordinate onsite interviews.
• Provide leadership on continuous improvement of office functions and in-service training to staff to ensure efficient practices.
• Coordinate systems workflow, manage the centralized application system, maintain all department databases, and organize resources to address support needs.
• Collaborate with faculty and staff to develop improved operational processes and oversee general and complex office support, including records, contracts, and clinical affiliation agreements.
• Oversee administrative and clerical duties, perform clerical accounting tasks, manage all forms of communication, create and manage schedules, and support reporting of program performance data.

Education & Experience

• Bachelor's degree required.
• Five years of experience in a management or supervisory capacity.
• Knowledge of how to manage and direct multiple offices in a hospital or university setting.
• Excellent interpersonal, oral, and written communication skills.
• Strong time-management skills and follow-through.
• Proficiency in Microsoft Office Suite, including Word, Access, PowerPoint, and Excel.
• Ability to grasp new concepts quickly, work independently, make sound decisions, and organize at a high level.
• Excellent decision-making and troubleshooting skills.
• Ability to work with numerous personalities and positions.

Reporting to the Office Managing Partner, the Administrative Support Manager delivers complex proposals, RFP, and presentation development for an Audit practice while leading daily office operations, vendor relations, facilities, and new hire onboarding. Working closely with leadership and client service professionals, this role ensures that high-quality, brand-compliant deliverables reach clients and prospects while firmwide policies and safety programs are administered consistently across the local office.

Areas of Ownership

• Develop, edit, and format complex presentations, proposals, and RFPs using Microsoft Office with a focus on quality and brand compliance.
• Prepare, edit, format, proofread, and process reports in Microsoft Word using various styles with multiple page layouts, headers, footers, graphs, charts, and tables.
• Create Excel spreadsheets and analyze data using advanced features and functions, and create and format PDF files and forms using Adobe Acrobat Professional.
• Coordinate workflow and support deliverables through completion, facilitate communications, maintain an efficient filing system, and utilize tracking systems to ensure all time, materials, and project instructions are fully documented.
• Establish and encourage process improvement, provide assistance on formatting and software, and support various projects from start to finish, including document management and quality assurance.
• Support business planning and strategic office initiatives in collaboration with the Office Managing Partner, including employee welfare, charitable contributions, local office communications, and budget management.
• Assist with implementing firmwide policies, lead daily office operations and facilities, manage vendor relations, facility maintenance, and the local office safety program, and serve as a safety coordinator and first responder.
• Serve as liaison between leadership and client service professionals, lead local office projects, administer office communications via Teams and SharePoint, support access badging, visitor management, and new hire onboarding.
• Coordinate and support local office events, order and restock printer supplies, troubleshoot copier issues, and support office services including mail, office supplies, records management, and meeting room reservations.

Position Requirements

• College degree highly preferred, with a Bachelor's degree in business administration, marketing, English, or a related field preferred.
• 5 or more years of experience as an office operations and administrative lead in a professional service, financial, or consulting firm environment.
• Advanced expertise in Microsoft Word, PowerPoint, Excel, Visio, Publisher, Adobe, and database solutions.
• Working knowledge of SharePoint preferred, and experience preparing financial statements and RFP proposals preferred.
• Expertise in using office and meeting technologies, including audiovisual systems and videoconferencing applications.
• Effective verbal and written communication skills with strong grammar and attention to detail.
• Good project coordination, analytical, and problem-solving abilities.
• Process-oriented, quality-focused, and agile, with the ability to multi-task prioritize.
• Ability to handle confidential information with discretion and build strong working relationships at all organizational levels.
• High energy level with excellent interpersonal skills, ability to function in fast-paced environments.
• Leverage technology to solve business problems, and maintain an excellent attendance and punctuality record.