Administrative Operations Manager

Mosaic Pediatric Therapy is a leading provider of life-changing therapy for children with autism and learning disabilities across North Carolina and Virginia. We are confident our unwavering focus on integrating our core values into every aspect of our decision-making will continue to drive our rapid growth. We are on a mission to enrich the lives of children with autism and inspire the clinical leaders of tomorrow. Mosaic Pediatric Therapy has an opening for an Administrative Operations Manager to support our Matthews clinic. The individual in this position is the operations leader at the clinic. The AOM is responsible for managing key aspects of clinic operations toward performance targets, including scheduled hours fulfillment, clinical staff utilization and overall billable hours. Day-to-day responsibilities include staff scheduling, facility management, family/patient communication, and new patient onboarding, among others. Additionally, the AOM is charged with administrative orientation for new hires and enforcement of administrative, operations and human resources policies.

Why Join Mosaic?

Our People Love It Here! Mosaic ranks in the top 5% of all healthcare companies in employee satisfaction (source: Peakon benchmarking)

Collaborative Work Environment: Our entire team, from top to bottom, is dedicated to the overall growth of the organization and promotes a collaborative and supportive environment.

Work/Life Balance: Our hours of operation are 8am-6pm…NO NIGHTS NO WEEKENDS!

Comprehensive Benefits: Mosaic provides a robust benefits package including medical, dental and vision plans; short-term disability; company 401k with match, competitive compensation plans, paid holidays and plus 15 days of Paid Time Off accrued annually, beginning at hire.

The AOM reports to the Clinical Director and is responsible for:

Monitoring and reporting on key performance indicators to the Clinical Director, Vice President of Clinical Operations and Mosaic’s Chief Executive Officer.

Developing and maintaining the client/therapist master schedule to maximize clinic and therapist utilization, while fostering continuity and quality of care.

Modifying and changing daily schedules as needed to accommodate client and therapist absences. Notifying clinical staff and parents of appointment changes in a timely manner.

Reviewing and approving therapist requests for time off in accordance with clinic scheduling guidelines and time-off policies.

Facilitating client sign-in/sign-outs at the beginning and end of each appointment, documenting late arrivals/pickups

Ensuring clinical staff submit appointment documentation in a timely manner to support revenue cycle targets.

Building and maintaining professional working relationships with patients and their families, addressing all non-clinical family concerns.

Manage and monitor clinic supplies inventory and replenishment schedule

Maintain relationship with landlord and sub-contractors, facilitating repairs and maintenance, as necessary.

Prepare for the arrival of and train new hires on administrative functions and policies; and

Other duties may be assigned by the Clinical Director or Vice President of Clinical Operations.

Education & Experience

Bachelor’s Degree, in Business Administration/Management, Healthcare Management, Information Systems, Project Management, Accounting, Finance, Operations Research, Statistics, or Industrial Engineering or equivalent combination of education and work experience. 

A minimum of one (1) year of experience in operations or business management role (health care experience preferred but not required)

Strong working knowledge of Microsoft Excel / Google Sheets

Customer service orientation and the ability to build strong working relationships with staff members and patient families

Ability to learn quickly, perform multiple tasks and organize work in a systematic and efficient fashion