Administrative Manager

Administrative ManagerThe United Planning Organization (UPO) is the designated Community Action Agency for Washington, District of Columbia, and has served the residents of the District since 1962. Our Vision for the future is "UPO's Washington: A city of thriving communities and self-sufficient residents"; our Mission is "Uniting People with Opportunities." POSITION: Administrative Manager DIVISION/OFFICE: Community Health Division Comprehensive Treatment Center (CTC) BULLETIN No: 03052025 SALARY RANGE: $75,000-$80,000 (Commensurate with Experience) OPENING DATE: May 29, 2025 CLOSING DATE: Open until filled FIRST SOURCE: RM-15-HCA-Stats-000 BY04-CPS MAJOR DUTIES: Provide efficient management of administrative services for CTC, enabling the program to carry out its daily work and business effectively. Support operations by supervising staff, planning, organizing, and implementing administrative systems. Oversee the daily business operations, including all client billing, budget and financial management; purchasing, procurement, and contract administration; general administrative services; facilities, property, safety, space management; human resources services; and patient flow. BRIEF DESCRIPTION: Administer and monitor the financial systems of CTC to ensure that finances are maintained in an accurate and timely manner to include: preparation and monitoring of budget; preparation of invoices; reconciliation of invoices and payments; maintenance of financial files and records to ensure financial compliance with regulations. Oversee patient billing, collection and claims reconciliation. Negotiate and initiate requests for all CTC procurement in accordance with UPO procurement guidelines. Create and manage UPO/CTC contracts ensuring legal, program and auditing requirements; maintain a schedule and follow up on all contract reporting requirements; communicate with UPO management and partners regarding contracts, reports, contract changes, and payments. Support the CTC Center Director in personnel resources actions and review those actions to ensure they are properly supported and consistent with the UPO/HR policies. Supervise clerical personnel, which includes: interviewing prospective employees; providing and/or recommending training; coordinating, scheduling and assigning work products; establishing performance measures, goals, objectives and priorities; evaluating work performance; providing feedback, direction and guidance; keeping personnel abreast of new or revised information; answering questions; and recommending and/or implementing personnel actions. Oversee the facility management and work with DGS (Department of General Services and UPO Office of Business Management, to ensure proper facility maintenance, safety and use. Assist in the development, design, re-design, implementation and enhancement of manual and automated systems to enhance services and employee productivity. Assist with special projects, as assigned, by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results. Manage the filing, storage and security of documents. Credentialing new hires with government and private insurance programs and ensuring the timely update of the existing policies. Participate in UPO/CTC management team meetings regarding service process, including the development of policies and procedures for that process. This includes the continuous quality improvement process (CQI). Become familiar with the agency mission and strategic plan goals and strategies. Responsible for ensuring orientation to division and program for new hires. CORE COMPETENCIES: Financial and Budget Management Contract and Procurement Oversight Leadership and Staff Supervision Operational and Systems Management Communication and Interpersonal Skills Technical Proficiency Project and Time Management Problem Solving and Critical Thinking Customer Service and Teamwork Change Management MINIMUM QUALIFICATIONS: Bachelor's degree in health administration or business. Eight years of experience in the areas of business management, billing and budgeting may be used in lieu of education qualifications. Direct experience in developing and managing budgets and contracts. Experience with Microsoft Office programs, specifically Excel, and working knowledge of different types of software programs. Ability to produce billing and financial reports, business correspondence, and procedure manuals. Ability to effectively use electronic time keeping programs. Prior experience in a hospital setting, healthcare facility, or managing the business office of a healthcare practice. Experience with Medicaid and/or commercial insurance billing. Must be able to work sensitively and effectively with individuals of diverse educational, socio-economic and cultural backgrounds. Possess effective organizational and professional communication skills, both written and verbal. DESIRED QUALIFICATIONS: Master's degree in health administration, business, or related field and a minimum of four years of experience in management, budgeting, financial reporting and accounting. Strong project management, verbal and written communication skills. Demonstrated ability to work in a service environment for difficult to manage clients. Ability to prioritize tasks, analyze data, problem solve, think critically and create and improve organizational systems. The ability to create positive, long-term working relationships by demonstrating a commitment to teamwork and customer service by consistently exhibiting tact, dependability, diplomacy, and flexibility. OTHER REQUIREMENTS: In the event that an offer is extended, the candidate will be required to successfully complete a criminal background check and/or FBI fingerprinting, as well as pre-employment drug screening, as applicable for the position. COMPETITIVE BENEFITS: Health/Kaiser, 70/30 split Dental/MetLife, all employees paid Vision/VSP, all employees paid 401k, Safe Harbor Match-5.5% given as a benefit, will match 1% of staff contribution Sick Leave 4.5 Hours Every Pay Period Vacation Leave 4.5 Hours Every Pay Period 2 Personal Days Paid Holidays This is a Special Trust position subject to random drug and alcohol testing To apply for this position, Please submit your cover letter and resume online to the Career Center UPO is an Equal Opportunity Employer