Administrative Site Lead at Nystrom & Associates Ltd in Duluth, Minnesota

Job Description:

We are currently seeking a Full-Time Administrative Site Lead at our Duluth Downtown location! The Administrative Site Lead insures a efficiently operating clinic site and is principally responsible for managing phones, registration, and a small administrative staff team, etc. Patient centered care drives the value of excellent "customer service" and optimal relations with all stakeholders. The Administrative Site Lead will manage a small clinic location, with room to grow - managing a staff of 3-5 individuals.

Nystrom & Associates, Ltd. is an agency consisting of a team of mental health professionals that specialize in psychiatric evaluations, clinical social work, and family therapy. We are committed to helping patients in our community who are experiencing personal, emotional, marriage, family or psychological problems.

Job Duties:
1. Supervise Site Staff

Manage administrative site staff and schedules
New Front Office Associate orientation and training as needed
Ensure staff are productive, efficient, and following proper workflows and procedures
Lead administrative staff trainings and clinic meetings in conjunction with Clinical Site Director
Fill in as needed to cover shifts
Interview potential new staff and give timely job performance reviews
Address any staff performance issues
Manage payroll and time-off requests, ensuring suitable clinic coverage when needed

2. Building Maintenance

Responsible for keeping office space clean and orderly
Communicate with janitorial/building management to discuss issues as needed
Ensure site upkeep and audit to ensure functional equipment/furniture
Keep site stocked with supplies and submit supply orders as needed

3. Patient Care

Handle difficult calls and patient complaints in a timely fashion
Maintain excellent quality in customer care

4. Collaboration with Clinic Site Director

Office orientation for all new clinical providers (CB, OP, Psychiatry, etc.)
Work with Clinical Director on clinical staff performance issues
Follow up with OP clinicians regarding treatment plans, insurance authorizations, timely billing, and patient check-outs as directed by Operations
Trouble shoot technical issues for staff or triage to IT

5. Miscellaneous

Attend regular management trainings as directed by Operations
Drug Rep. liaison (coordinate on-site lunches, secure supplies, and manage medication samples per Sample Medication Policy & Procedure)
Create and distribute memos promptly
Other projects management may assign from time-to-time (i.e. mailings, etc.)
Complete and submit reports to key administrative staff
Create and update all provider schedules
Plan and coordinate site picnics and luncheons

Qualifications:

Prior experience working in health care facilities (preferred)
Prior supervisory experience (6+ months preferred)
Able to multi-task and handle stress well
Positive attitude and ability to be flexible
Must be proficient in use of computers
Keep all business information strictly confidential
Must be available to work 40 office hours onsite per week, Monday through Friday

Hours:
Must be available to work 40 office hours per week, with general daytime hours Monday through Friday.

Benefits:
Nystrom & Associates, Ltd. prides itself on the benefits and compensation offered to staff, including:

Medical & Dental insurance
Paid Time Off (PTO)
Paid Holidays (Nystrom is closed in observance of 5-7 Holidays a year and staff are not required to work)
Opportunities for professional growth and career advancement
Health Savings Account (HSA) and Flexible Spending Account (FSA) for applicable medical and dependent care expenses
401(K) Retirement Plan with employer matching contribution
Supplemental insurances, such as short-term disability, cancer insurance, and accident insurance
Employee Assistance Program
Free Term Life Insurance Policy
Tuition discounts with a number of schools:

St. Mary's University - 10% discount
University of Northwestern - St. Paul - 10% discount for select programs
Bethel University - $400 Scholarship per term for select programs
Capella University - 10% tuition discount plus additional perks
Adler Graduate School - 10% tuition reduction