Administrative Manager

SUMMARY: National Capital Treatment & Recovery, formerly Phoenix House, a nonprofit substance use treatment facility in Arlington, VA is hiring full-time Administrative Manager to maintain day-to-day operations for the Outpatient Counseling Center. This is a full-time, M-F 9am-5pm, hourly position with full benefits.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

§ Maintain all necessary information related to quality assurance and run all monthly quality assurance reports for all outpatient programs. Report any discrepancies between database reports and actual patient outcomes

§ Manages the daily activities of the office and keeps abreast of current administrative policies, procedures, rules, regulations and requirements to ensure that work is completed using current policy references and that current information is disseminated to the supervisors’ subordinates.

§ Serves as the liaison between the supervisor and subordinate staff, departmental officials and heads of other agencies. Relays instructions and requirements on behalf of the supervisor, coordinates work assignments and/or efforts to ensure timeliness, thoroughness and compliance with deadlines, regulations, or reporting requirements.

§ Maintains the supervisor's calendar; schedules and cancels daily meetings/appointments. Utilizes electronic mail to contact and arrange conference calls and meetings; schedules meetings with both internal and external sources/agency representatives. Prepares agendas for meetings and researches materials in advance.

§ Develops and places reports and papers in order of importance of the study to facilitate the supervisor's review. Attaches pertinent records and regulations; independently calls upon numerous offices for specialized information needed by the supervisor to make decisions and prepares brief notes on the salient points. Processes incoming and outgoing correspondence, tracks and prepares correspondence, memorandums and complex reports.

§ Performs an on-going review of administrative and clerical work being done to ensure that the department’s needs are being met. Identifies unusual problem areas and makes appropriate recommendations for resolution.

§ Briefs the supervisor and/or staff members as appropriate.

§ Performs data entry and enters and extracts information of various and different sources. Answer the telephone and greet visitors to the office.

§ Maintains and keeps information files current and destroys obsolete records in accordance with NCTR guidelines.

§ Provides procedural and administrative support on special projects; conducts research and prepares a report on findings.

§ Contacts appropriate Departmental representatives to exchange information, obtain facts, or clarify information.

§ Performs a variety of non-recurring assignments, which require a high degree of technical and administrative skills, confidentiality and knowledge of departmental goals and objectives.

§ Provides administrative processes and procedural guidance to clerical personnel within the immediate office and as appropriate to subordinate offices.

§ Performs other related duties as assigned.

§ Track monthly copayment amounts generated by individual patients and spearhead copayment collection practices. Encourage patients to meet copayment requirements and report any outstanding balance to fiscal department.

§ Works closely with fiscal department assuring that all funding information is presented in a timely manner for billing.

§ Functions as a resource for staffing ensuring smooth functioning of all program's daily operations.

§ Suggest policy and procedural modifications that will enhance operational effectiveness of all departments.

§ Coordinate intake interviews for admission to the Counseling Center.

§ Ensure that departments operate within budget and keep Clinical Directors apprised of budget deviations

§ Provide comprehensive information relating to areas of responsibility between all departments and effect resolution of questions

§ In conjunction with the Director of OP Services, supervises communication of work-related matters to staff members through verbal and written communications, log books, and other methods.

§ Responsible for maintaining ethical standards and continued professional growth, including:

a. Abide by Program and NCTR policy and procedures.

b. Ensure all CARF Commission on Accreditation of Rehabilitation Facilities (CARF) standards are instituted and maintained

c. Promote, in public and private contacts, the quality standards and ethical practices of NCTR staff.

d. Continue professional growth by attending workshops, trainings and staff

In-service trainings to increase skill and knowledge and to set appropriate example for staff

e. Maintain current licensure/certification including FEAR, CPR, First Aid, and Medication Management.

f. Maintain professional boundaries with staff and patients.

g. Perform other duties as assigned by supervisor.

QUALIFICATIONS:

• Bachelor's degree in Administration/Counseling/Human Services or related field
• Minimum of five years’ experience.
• Customer Service experience required.
• Prior healthcare related experience preferred
• Experience in scheduling patients and excellent customer service skills
• Demonstrated commitment to exceptional professionalism, confidentiality and service to customers
• Effective communication skills for accurate, concise, and organized verbal and written communication
• Knowledge of, and the ability to apply office routines and administrative procedures.
• Knowledge of, and proficient in the use of operating a personal computer (PC), utilizing Microsoft Word, Excel, Access, PowerPoint, etc., and a willingness to learn new technology associated with assigned work tasks.
• Practical knowledge of basic personnel regulations and budget procedures.
• Ability to gather, assemble, and analyze facts, draw conclusions and/or devise solutions to administrative problems.
• Ability to communicate both orally and in writing to convey messages and information; and to compose reports,
• Good interpersonal skills and ability to build professional relationships with physicians, therapists and patients
• Ability to work effectively as a team member
• Effective organizational, time management and planning skills
• Excellent career development opportunities
• Updating insurance eligibility, information and demographics
• Obtaining prior authorizations
• Other duties as assigned by supervisor

KNOWLEDGE AND SKILLS:

• Clear, articulate speaking voice with good grammar skills
• Intermediate to advanced typing/computer skills required with excellent, established skills in Microsoft Office products required (Outlook, Word, Excel, PowerPoint)
• Ability to work and communicate with others. Strong written and verbal communication skills
• Ability to maintain appropriate boundaries with patients
• Possess a thorough knowledge of various treatment methods and experience working with diverse populations.
• Strong computer aptitude, including, but not limited to use of email, HRIS timekeeping, documenting in an Electronic Medical Record (EMR)
• Good organizational skills with attention to detail. Demonstrated ability to greet all visitors in a positive, welcoming and courteous manner; present a professional personal appearance
• Ability to multi-task when needed; basic working knowledge of general office equipment and administrative practices

§ Ability to read and compile reports from medical records and referral management systems.

§ Ability to prepare and maintain required documentation

§ Ability to comply with state and federal regulations regarding confidentiality

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities. In the course of performing this job, one typically spends time sitting, walking, climbing stairs, standing, carrying, lifting up to 15 pounds, listening, speaking, typing, reading, and writing.

WORK ENVIRONMENT:

This position works in a congregate care environment. This is an on-site direct care position. The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities. Employees may be exposed to infectious diseases/illness. Appropriate preventive measures should be taken, including being up to date with vaccinations and practicing good infection control protocols.

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties, as necessary.

NCTR is an Equal Opportunity Employer