Administrative Supervisor, CA & Virtual Care

JOB OVERVIEW

JOB TITLE

Administrative Supervisor

DEPARTMENT

Clinical Administration

REPORTS TO

TITLE

Director, Clinical Operations

JOB LOCATION

 San Francisco Bay Area, California

WORKPLACE

SETTING

ONSITE ☒

HYBRID ☐

REMOTE ☐

FT/PT

FULL TIME

☒

PART TIME

☐

HRS PER WEEK

40

DATE

MM/DD/YYYY

POSITION DETAILS (HR ONLY)

EMPLOYEE TYPE

(EEO Category)

EXEMPT

• NONEXEMPT ☒

POSITION SUMMARY

POSITION SUMMARY

The Administrative Supervisor is a clinical administrative leadership role responsible for supervising staff associates and supporting efficient, consistent, and patient-centered practice operations. Administrative Supervisors provide day-to-day oversight, training, workflow coordination, issue resolution, and operational support across assigned areas of clinical administration. Depending on the assigned portfolio, this role may support workforce operations, health information and documentation, trainee and education operations, California and virtual operations, revenue operations, or other clinical administrative functions. Specific responsibilities will vary based on assigned portfolio, location, and operational needs. This role may support administrative operations across assigned New York, California, and/or virtual clinical service areas. Across all areas, the Administrative Supervisor partners with clinical operations leadership and cross-functional teams to strengthen workflows, promote accountability, improve communication, and ensure a high-quality experience for patients, families, clinicians, trainees, and staff.

RESPONSIBILITIES

ESSENTIAL RESPONSIBILITIES

Common Administrative Supervisor Responsibilities

• Support and train staff associates to provide high-quality patient and family experience.
• Lead staff meetings and participate in operations meetings focused on workflows, training, team building, and standardization.
• Collaborate across clinical administration, clinical leadership, intake, revenue cycle, IT/EHR, facilities, and other cross-functional teams.
• Resolve or escalate scheduling, patient service, staff workflow, and administrative concerns.
• Support onboarding, training, workflow improvement, communication standards, and consistent departmental practices.
• Oversee clinical administrative operations and workflows across assigned areas to promote efficient, consistent, and patient-centered processes and ensure operational issues are appropriately resolved or escalated.
• Coordinate workforce and staffing operations for assigned clinical administrative functions, including staffing needs, coverage, onboarding and transitions, and clinician training, licensure, and certification requirements.
• Oversee health information and electronic health record operations to support accurate documentation, records management, information release, system workflows, data integrity, and compliance with applicable documentation requirements.
• Manage administrative operations supporting trainees, education, and professional development by coordinating program workflows, resources, communications, documentation, and applicable accreditation requirements.
• Oversee California, virtual, and assigned clinical location operations to ensure effective coordination of location-specific workflows, facilities and administrative needs, virtual care processes, and communication across clinical and operational teams.
• Coordinate clinical revenue and financial administration by supporting accurate scheduling, billing, charge capture, financial aid, productivity and utilization processes, payment activities, and resolution of revenue-cycle workflow issues.
• Lead cross-functional initiatives and operational improvements by partnering with clinical leadership and internal teams to strengthen processes, implement changes, standardize practices, and resolve operational barriers.
• Ensure consistent administrative practices and service delivery across assigned clinical functions by supporting effective workflows, communication, accountability, and operational needs affecting patients, families, clinicians, trainees, and staff.
• Ensure administrative workflows comply with HIPAA, privacy, documentation, and organizational standards.
• Provide direct administrative support or coverage as needed to maintain continuity of clinical operations.
• Perform additional job-related duties as needed.

MANAGEMENT RESPONSIBILITIES

This is a supervisory position and is responsible for recruiting and onboarding new staff, delegating work assignments, setting goals and expectations, delivering training and professional development opportunities, evaluating performance, delivering feedback and coaching, modeling organizational values, and fostering team cooperation and collaboration.

QUALIFICATIONS

MINIMUM QUALIFICATIONS

• Bachelor’s degree required; degree in healthcare administration, business administration, psychology, or a related field preferred
• 4+ years of relevant administrative or office experience required; prior supervisory, team lead, training, or workflow coordination experience preferred.

GENERAL QUALIFICATIONS

• Leadership and mentorship: Strong ability to inspire, guide, and develop talent.
• Strategic thinking: Ability to align team efforts with broader business goals.
• Decision-making: Evaluate options and make decisions that drive results.
• Problem-solving: Identify and address challenges with innovative solutions.
• Project management: Skilled in planning, executing, and monitoring projects.
• Communication: Clear and effective communicator across all levels of the organization.
• Analytical skills: Ability to interpret data and drive decisions based on insight

ADA RELATED QUALIFICATIONS

This position is based in a professional office environment. It requires the ability to sit or stand for extended periods, operate standard office equipment (including computers, phones, copiers, and printers), perform repetitive tasks, and communicate effectively with others. Occasional lifting of up to 20 pounds may also be required.

DISCLAIMER

Global EEO-Disclaimer

The Child Mind Institute is committed to fostering an inclusive and equitable workplace where all individuals are treated with respect and dignity. We are proud to be an equal opportunity employer and prohibit discrimination and harassment of any kind.

ACKNOWLEDGEMENT

I acknowledge that I have received, read, and understood the responsibilities,

expectations, and qualifications outlined in this job description. I understand that I am expected to comply with all company policies and procedures while employed. I

understand that this job description is intended to provide a general overview of the role and does not represent an exhaustive list of all responsibilities or tasks. The organization reserves the right to modify, add, or remove duties as necessary to meet business needs.

Manager

Date:

Employee

Date: