Administrative & Office Director

Job Summary:

The Administrative & Office Director is responsible for leading and managing all administrative, operational and office management aspects of Mensana Center and the residential facilities it serves. This role oversees provider training and education, clinical staffing, office administration, vendor coordination, and the development and implementation of policies and procedures related to clinic operations. 

This position ensures efficient day-to-day office management, including scheduling oversight, facility coordination, administrative workflow optimization, and supervision of front desk operations.  The Administrative & Office Director works closely with the clinic owner and leadership team to maintain a professional, compliant, patient-centered, and highly organized work environment.

Key Responsibilities:

Operations Management & Office Administration

• Oversee day-to-day office operations, ensuring efficient administrative workflows and a professional, organized work environment
• Manage office systems, supplies, equipment, inventory, and vendor relationships to support uninterrupted clinic operations
• Coordinate office maintenance, repairs, cleaning services, and office space needs
• Oversee provider and patient scheduling to ensure efficient clinic operations and adequate coverage
• Optimize clinic and administrative workflows to support timely and effective delivery of psychiatric services
• Supervise front office and administrative support staff, ensuring high standards of customer service and patient experience
• Support implementation and coordination of office technology, EMR systems, phones, and operational IT needs
• Coordinate with sister organizations to leverage shared resources, align processes, and
• expand service offerings

Supervision and Staff Development

• Collaborate with the recruitment team to support provider interviewing, hiring, and staffing initiatives
• Monitor training, onboarding, mentorship, and continuing education for clinical and administrative staff
• Develop and implement ongoing training and education programs for providers and office personnel
• Coordinate and oversee collaborating physician documentation, supervision, and regulatory compliance in accordance with New York state licensure requirements.
• Cultivate a positive, inclusive, and collaborative workplace culture
• Ensure administrative staff maintain professionalism, efficiency, and exceptional customer service standards

Residential Facility Oversight

• Serve as the liaison between the residential facilities and clinic leadership
• Oversee hiring, onboarding, training, and supervision of clinical and non-clinical staff assigned to residential facilities
• Coordinate schedules for providers at residential facilities served (including employees and contractors) to ensure proper and consistent coverage
• Notify facility management when changes to the established schedule are expected
• Assist residential facilities with administrative coordination and operational support as needed

Compliance and Risk Management

• Serve as the clinic’s Chief Compliance Officer, ensuring compliance with healthcare regulations, including HIPAA, DEA, State of New York, and federal requirements
• Oversee the implementation and compliance of all clinic and patient documentation forms, ensuring alignment with legal and regulatory requirements
• Maintain clinic policies, procedures, and documentation standards are in line with regulatory expectations
• Assist with audit readiness by ensuring clinical documentation meets payor and regulatory requirements
• Ensure confidential records and office documentation are maintained securely and in compliance with applicable standards

Administration and Collaboration

• Serve as the liaison between clinical staff and administrative leadership
• Ensure provider schedules are optimized and appropriately staffed for patient demand for both clinic and residential facilities
• Work with leadership to develop and enhance clinical programs (i.e. specialty populations, locations, telehealth)
• Identify trends in client needs and recommend service offerings accordingly
• Assist with operational planning, administrative improvements, and workflow development initiatives
• Assist with ad-hoc requests and special projects assigned to support the overall mission, goals, and values of the clinic

Qualifications:

• 5+ years of healthcare administration, behavioral health, or medical clinic management experience, with at least 2 years in a supervisory or leadership role
• Prior experience managing a psychiatric, behavioral health, or multi-provider medical clinic strongly preferred
• Experience with residential behavioral health programs or multi-site operations preferre
• Bachelor’s degree in healthcare administration, business administration, public health, or related field preferred; equivalent experience considere
• Strong knowledge of healthcare operations, clinical workflows, scheduling systems, and office management practice
• Working knowledge of HIPAA, healthcare compliance standards, clinical documentation requirements, and regulatory expectations
• Proven ability to oversee administrative operations, manage staff performance, and support a positive team culture
• Experience coordinating provider schedules, onboarding staff, and managing day-to-day clinic operations
• Strong organizational, leadership, problem-solving, and communication skill
• Proficiency with EMR systems, Microsoft Office Suite, and general office technology
• Ability to manage multiple priorities in a fast-paced, patient-centered environment
• Proven ability to lead and mentor providers and team in a fast-paced, client-centered environment

Working Conditions:

·        Office/facility-based

·        Standard working hours with occasional evening/weekend availability as needed

Physical Requirements:

This position primarily operates in an office environment. The role requires the ability to sit for extended periods, use a computer and other standard office equipment, and occasionally lift or move items up to 10–15 pounds. Some walking, bending, and standing may be required.

Compensation and Benefits:

·        $90,000 - $110,000

·        Paid time off (vacation, sick leave, and holidays as outlined in the company handbook)

·        Health insurance assistance (as outlined in the company handbook)

Equal Opportunity Statement:

Mensana Center is an equal opportunity employer and does not discriminate on the basis of race, color, religion, creed, sex, gender identity or expression, sexual orientation, age, national origin, disability, marital status, veteran status, or any other characteristic protected by applicable law.