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

Job Description:

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 2-3 individuals. Starting off, this clinic location will not offer every NAL service.

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.
Reports to: Administrative Site Manager and Clinical Site Director
Type: Exempt

Rationale: The Administrative Site Lead works alongside the Administrative Site Manager to ensure a smooth, orderly, and efficient operation of all programs available to their assigned location, and is principally responsible for managing Administrative Staff, managing phones, patient check-ins and scheduling, adherence to company policies, procedures, and partnerships, and thorough follow-up with referral sources to systemically facilitate cohesive patient care. Patient-centered care drives the value of excellent "customer service" and optimal relations with all stakeholders.

Job Duties:
1. Leadership:
a. Partner with the Administrative Site Manager to provide supervision and direction to administrative staff
b. Identify training needs, provide coaching, address performance concerns promptly, and conduct annual performance reviews
c. Manage administrative staff schedules, timecards, and time off requests, ensuring coverage during absences
d. Manage onboarding of new administrative staff through interviews, orientation, and training
e. Lead recurring trainings and meetings
f. Regularly participate in front office responsibilities by checking in patients, answering phones, and covering shifts as needed

2. Building Maintenance:
a. Responsible for keeping office space, furniture, and equipment clean and orderly
b. Collaborate with janitorial/building management as needed
c. Monitor office supply inventory levels and maintain a cost-effective strategy when submitting supply orders

3. Patient Care:
a. Address patient inquiries and concerns with empathy and professionalism
b. Deliver exceptional care in every patient interaction

4. Clinical Staff:
a. Provide orientation for onboarding clinical staff and participate in interviews as requested
b. Partner with Clinic Site Director and Operations leadership team on clinical staff performance
c. Partner with Clinic Site Director to review schedule analysis and maintain schedules

5. Miscellaneous:
a. Quickly gain an understanding of the organization's culture, build on its strengths, and reinforce core values
b. Instill a sense of professionalism, excellence, and clear operating philosophies at all Nystrom locations
c. Maintain thorough understanding of company operations and partnerships
d. Ensures clinic location compliance with regulatory requirements
e. Manage medication samples per Sample Medication Policy & Procedure
f. Follow clinic policies, procedures, and management directives
g. Create and distribute memos promptly
h. Assist with Marketing events and initiatives as requested
i. Plan and coordinate staff meetings
j. Attend program meetings and trainings as directed
k. Other duties as assigned

Qualifications:
1. Highschool diploma or equivalent
2. Bachelor's degree preferred
3. Experience working in health care facilities and an interest in behavioral health is strongly preferred
4. Supervisory experience
5. Positive attitude and growth mindset
6. Comfortable working a fast-paced environment that is subject to ambiguity and change
7. Excellent organizational skills and ability to work autonomously while managing concurrent deadlines
8. Proficiency in technology and computer use including Microsoft Office Suite
9. Strong communication and interpersonal skills, both written and verbal
10. Ability to manage stress while navigating difficult situations
11. Keep all business information strictly confidential
12. Proficiency in technology and computer use including Microsoft Office Suite
13. Ability to work on site 40 office hours per week, Monday through Friday
14. Commitment to position for minimum of 2 years
It is clearly understood that all names and materials seen in this position are strictly and highly confidential due to state and federal regulations on patient privacy. Compliance of all HIPAA related regulations will be strictly enforced by Management.