Administrative Site Lead

Brief Description

The Administrative Site Lead plays a critical role in ensuring seamless clinic operations, serving as the cornerstone of administrative efficiency in a dynamic healthcare environment. This position oversees key functions such as patient registration, phone management, and coordination of a small administrative team, all while prioritizing a patient-first approach.

Excellence in patient experience, operational workflows, and collaboration with patients, staff, and other stakeholders is central to this role.

The Administrative Site Lead will manage a smaller clinic site with room for expansion. At launch, the clinic will provide a focused selection of Nystrom & Associates (NAL) services, supported by a team of 2–3 administrative professionals under the Lead’s direction.

Nystrom & Associates, Ltd. is an agency consisting of a team of mental health professionals that specialize in psychiatric evaluations, clinical social work, and family therapy. We are committed to helping patients in our community who are experiencing personal, emotional, marriage, family or psychological problems.

Reports to: Clinical Site Director and if applicable the Administrative Site Manager

Type: Exempt

Job Duties

• Leadership:
• Partner with the Administrative Site Manager to provide supervision and direction to administrative staff
• Identify training needs, provide coaching, address performance concerns promptly, and conduct annual performance reviews
• Manage administrative staff schedules, timecards, and time off requests, ensuring coverage during absences
• Manage onboarding of new administrative staff through interviews, orientation, and training
• Lead recurring trainings and meetings
• Regularly participate in front office responsibilities by checking in patients, answering phones, and covering shifts as needed

• Building Maintenance:
• Responsible for keeping office space, furniture, and equipment clean and orderly
• Collaborate with janitorial/building management as needed
• Monitor office supply inventory levels and maintain a cost-effective strategy when submitting supply orders
• Patient Care:
• Address patient inquiries and concerns with empathy and professionalism
• Deliver exceptional care in every patient interaction

• Clinical Staff:
• Provide orientation for onboarding clinical staff and participate in interviews as requested
• Partner with Clinic Site Director and Operations leadership team on clinical staff performance

• Miscellaneous:
• Quickly understand the organization’s culture, strengths, and core values
• Promote professionalism, excellence, and clear operational standards across all Nystrom locations.
• Maintain comprehensive knowledge of company operations and partnerships.
• Ensures clinic location compliance with regulatory requirement
• Manage medication samples per Sample Medication Policy & Procedure
• Follow clinic policies, procedures, and management directives
• Create and distribute memos promptly
• Assist with Marketing events and initiatives as requested
• Plan and coordinate staff meetings
• Attend program meetings and trainings as directed
• Other duties as assigned
  

Qualifications

• High school diploma required; bachelor’s degree preferred.
• Healthcare or behavioral health experience, with supervisory background, strongly desired.
• Positive attitude, growth mindset, and ability to thrive in a fast-paced, dynamic environment.
• Strong organizational, communication, and interpersonal skills; proficient in Microsoft Office Suite.
• Ability to manage stress, handle confidential information, and meet deadlines independently.
• On-site full-time commitment (Monday–Friday) for a minimum of 2 years.
  
  

It is clearly understood that all names and materials seen in this position are strictly and highly confidential due to state and federal regulations on patient privacy. Compliance of all HIPAA related regulations will be strictly enforced by Management.

Summary

• Actual compensation may be determined by various factors such as education, experience, skillset, internal equity, schedule and/or location.