Regional Office Supervisor
3 weeks ago
Autism Learning Partners is a full-service provider that specializes in the treatment of autism and other developmental disabilities. Our broad thinking approach addresses the whole individual by collaborating with doctors, therapists, schools, and specialists. ALP’s goal is to work with their patients to achieve the best possible outcomePROGRESS
Our company values are: Excellence, Respect, Accountability, Teamwork, Compassion, Collaboration, Stewardship, and Honesty
Our core competencies are: Demonstrating self-awareness, interpersonal savvy, communicates effectively, collaborates, decision quality, instills trust, ensures accountability, customer focus, drives results, and nimble learning
The Regional Office Supervisor is responsible for overseeing the daily operations of assigned clinics, administrative offices, and administrative department responsibilities. The Regional Office Supervisor’s job duties include, but are not limited to, supervising regional administrative responsibilities, running periodic audits to ensure that processes are being followed, implementing new processes with regional administrators as directed, and ensuring quality client and staff ‘customer service’ at all sites.
**Essential Job Functions**
- Supervise and oversee Administrative Assistant and Administrative Clerk responsibilities.
- Assist with hiring, onboarding, and training new administrators.
- Complete annual and mid-year employee performance evaluations for assigned administrators.
- Manage administrative team schedules to ensure appropriate clinic site staffing and arrange back up coverage needs. Regional Office Supervisor may be required to step in from time to time to run front desk operations when back up Admin staffing is not in place.
- Delegate responsibilities to administrators as appropriate
- Provide training, ongoing oversight, and feedback to front office Admins, to ensure adherence with administrative workflow expectations, and client and staff customer service standards. Proactively identify any concerns and problem solve to address or elevate as required.
- Conduct routine ‘walk around management’ of the clinic, to ensure adherence with safety, presentation, and client and staff ‘customer service’ and basic care standards. Proactively identify any concerns and problem solve to address or elevate as required.
- Conduct periodic audits to ensure that administrative processes are being followed and provide ongoing coaching and feedback to administrators based on audit results.
- Develop, implement, and oversee procedures to ensure smooth front office operations
- Ensure all areas of the clinic(s) present as clean, professional, and organized at all times
- Coordinate and participate in ongoing meetings with Directors and administrative team
- Coordinate and participate in annual events (e.g., clinic open houses, booths, community service, etc.)
- Partner with CD and local Admins to host and provide quality staff customer service experience on site, including BT pod meetings, all region BT trainings, preorientation, orientation, and other similar staff experiences.
- Partner with CD, Assessor, and Sr BA team to provide new family tours of the clinic
- Ensure appropriate use of budgets as it relates to local office supply orders
- Oversee maintenance of client, staff, business files, handbook templates, and staff resource files
- Ensure annual and ongoing safety inspections and certifications are renewed in order to remain in compliance with funding agencies and various licensure/permit requirements (e.g., safety inspections, fire inspections, NPA certification renewal inspections, CPR certification renewals, Safety-Care renewals, etc.)
- Ensure efficient and timely cross-department communication; elevate important matters to relevant staff/departments as needed
- Coordinate with Support Center departments, such as IT, HR, Billing, Facilities Manager, and Operations to ensure customer service needs are met and procedures are followed.
- Partner with facilities, Clinic Administration Manager, and local admin to address pop up facilities issues in a timely manner
- Initiate “whole office” communications to ensure messaging is efficient and consistent
- Perform other related duties as assigned by Executive Director, VP of Clinical Services, or Senior Clinical Director
**Skills and Abilities**
- Microsoft Office (Word, Excel, Outlook) - Excel: sorting, filtering, freeze panes, etc.
- Excellent verbal and written communication
- Time management, prioritization, and organization
- Detail oriented: ability to analyze spreadsheets/trackers and create action plans based on data
**Education, Licenses, and Certifications**
- Bachelor’s degree preferred, but not required
**Experience**
- At least 1-year previous experience in an office setting
- Previous experience in a supervisory role
- Experience with HIPAA highly preferred
**Additional Requirements**
- Must pass a background and referen
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