Clinic Administrator

Position Title: Clinic Administrator (Internal Title - Clinic Director, Stamford)

Department: Americares Free Clinics

Location: Stamford, CT

Key Relationships:

Reports to: Senior Director, Clinic Operations

Direct Reports: 4 direct reports (Associate Director of Nursing, 2 Patient Care Coordinators, Medical Provider) + indirect reports (1-2)

Assignment Type: Full time – Monday through Friday, 9 am – 5 pm

Compensation: $96, 100 to $109,300

Benefits: Click here to learn more about our benefits!

Application Requirements: Resume, completed application questions

About Americares:

Americares is a health-focused relief and development organization that helps people and communities around the world access health in times of disaster and every day. Each year, Americares reaches 85 countries on average, including the United States, with life-changing health programs, medicine, medical supplies, and emergency aid. Americares is one of the world’s leading nonprofit providers of donated medicine and medical supplies. For more information, visit americares.org.

Americares Values:

We create global community, treating people as they want to be treated.

We respond effectively and responsibly, putting plans into practice.

We embed ethics and equity in our work and workplace.

We are better together; partnership is at our core.

We ask and listen, to create sustainable solutions for a healthier tomorrow.

We commit to quality, growing and improving to ensure individuals and communities thrive.

About the position:

The Administrative Clinic Director is responsible for overseeing the daily operations, strategic planning, and administrative functions of the primary care clinic to support the delivery of safe, high-quality patient care. This role works closely with the Associate Director of Nursing to ensure a seamless, efficient clinic experience for both patients and staff. Key areas of focus include operational excellence, team leadership, staff training and supervision, regulatory compliance, patient satisfaction, and facilities oversight.

Key Outcomes:

In the first 90 days , the Administrative Clinic Director will:

• Complete all Americares new hire orientation and mandatory compliance trainings (100%).
• Demonstrate understanding of and alignment with Americares values in daily interactions (qualitative feedback from peers and supervisors).
• Review all current SOPs, policies, and regulatory requirements, and identify any clarifications needed
• Shadow Patient Care Coordinators, clinical staff, and providers to understand workflows
• Gain proficiency with ATHENA EHR and UKG systems (basic navigation and reporting).
• Hold 1:1 introductory meetings with all direct reports and key leadership members
• Assist with the orientation and welcoming of new volunteers , while ensuring adequate channels of communication .
• Establish consistent and timely mechanisms of communication for staff .
  
  

In the first 6 months, the Administrative Clinic Director will:

• Implement at least 2 improvements to administrative or clinical workflows based on your assessment of processes.
• Develop a plan to increase unique patients and patient visits
• Ensure eligibility and income verification process is consistent across all PCC staff
• Oversee claims processing and VOS completion in ATHENA with ≥90% accuracy.
• Create and maintain updated daily schedules with ≤5% unscheduled coverage gaps.
• Develop a potential plan to improve patient no-show/cancellation rate by 5% through monitoring and outreach initiatives.
• Complete at least 1 safety drill and provide staff with corrective action feedback (100% participation).
• Provide initial performance feedback to direct reports and establish professional development goals for each (100% completion).
  
  

In the first year, the Administrative Clinic Director will:

• Sustain ≥95% accuracy in claims, VOS, and compliance documentation.
• Active participation in at least 2 Quality Improvement initiatives with measurable impact on patient care or clinic efficiency.
• Demonstrate measurable increase in provider productivity (e.g., 5–10% more visits per provider per month).
• Engage with all community resource partnerships to create relationships and flow of information . in collaboration with the Executive Director.
• Maintain ≤10% staff turnover rate through proactive engagement and development initiatives.
• All direct reports meet or exceed annual performance expectations (≥80% at “meets” or higher).
• Document at least 3 examples of improved collaboration between administrative and clinical staff.
• Achieve 100% compliance on all external inspections/regulatory visits with no major findings.
• Complete annual review of all required education
• Ensure 100% of staff participate in required safety and compliance trainings .
• Lead the development of the annual clinic operations plan in alignment with Americares goals.
• Proficiency in obtaining data from Athena through canned or newly developed reports that meet the needs of the clinic.
  
  

Duties and Responsibilities:

Clinic Operations Management

• In conjunction with the leadership team and the Americares Free Clinic Directors, assist in the development, implementation, and maintenance of the Standard Operating Procedures (SOPs).
• Ensures that administrative staff and clinical staff are in alignment with organizational goals.
• Oversee patient care coordinator(s) and clinical staff while optimizing their workflow processes.
• Oversight of patient satisfaction while ensuring prompt resolution of any patient complaints in a respectful and professional manner.
• Oversight of the eligibility and income verification process performed by the Patient Care Coordinators.
• Manage and optimize patient assistance programs, donations, and purchasing of medications.
• Collaborate with providers to adjust scheduling templates and improve access to care.
• Management of medical and office supply inventory.
• Maintain the referral log and continually assess the community resource guide to ensure the maximum resources for our patients.
• Schedule and facilitate huddles , staff meetings, and other internal events.
• Manage administrative components of ATHENA EHR, including claims processing and Visit Outcome Summary (VOS) completion.
• Active participation in the Quality Improvement program, including ensuring staff attendance, generation of clinic dashboards and providing data when needed.
  
  

Staff Scheduling and Coverage

• Develop and maintain clinic staff daily and PTO schedules to ensure coverage and optimize patient visits and flow.
• Monitor no-shows and cancellations to improve utilization and provider productivity.
• Oversee time and attendance processes in UKG.
  
  

Facility Management

• Oversee cleanliness and general maintenance of clinic facilities to ensure a safe and welcoming environment.
• Ensure appropriate and updated signage and postings in all areas of the clinic.
• Monitor and maintain medical equipment and perform safety checks and updates as needed.
• Responsible for all facility-related issues including fire inspections and safety drills, regulatory compliance, alarm system oversight, and IT and telephone troubleshooting.
  
  

Staff Leadership and Supervision

• Supervise and evaluate the performance of the Associate Director of Nursing and other direct reports, fostering collaboration between clinical and administrative teams.
• Support fundraising efforts and donor engagement activities as requested .
• Represent the clinic in community outreach related to volunteer recruitment, patient referrals, provider partnerships, and additional services
• Seek and offer development and continuing education opportunities for staff.
• Promote a culture of quality improvement and safety through ongoing projects and occurrence reporting.
• Enforce clinic policies and procedures.
• Partner with executive leadership on clinic growth strategies.
  
  

Hiring and Onboarding

• Partner with P&T as well as the Associate Director of Nursing in the hiring and onboarding processes for administrative staff and volunteers (e.g., Patient Care Coordinators, Referral Coordinators, volunteer admin and interpreters).
• Coordinate the orientation and training processes for the administrative staff.
• Create onboarding schedules and ensure alignment with clinic procedures and values.
• Participate in the annual competency program and bi-annual All Staff meetings.
  
  

Regulatory Compliance

• Coordinate and prepare for licensing renewals and inspections.
• Assist in the continuous clinic regulatory readiness
• Schedule and conduct safety drills in alignment with clinic policy.
• Actively model and contribute to Americares values, work culture and mission.
• Engage in and contribute to team spaces with openness, global competencies, and a growth mindset
• Other duties and responsibilities as assigned
  
  

Degrees and/or experience required for the role:

• Bachelor’s degree in healthcare administration, business administration, or related field preferred.
• Minimum of 5 years of experience in a healthcare or clinical setting, including 3 years in a management/supervisory role.
• Demonstrated experience in medical office operations and staff leadership.
  
  

These competencies are required for the role:

• Strong leadership and team-building abilities.
• Excellent organizational and time-management capabilities.
• Proficiency with managing inventory for medications and medical/office supplies.
• Experience with electronic medical record systems (e.g., ATHENA) and productivity software.
• Understanding of clinical workflows and healthcare operations
• Strong interpersonal, communication, and conflict resolution skills.
• Passion to work with vulnerable populations and volunteer staff
  
  

US work authorization is required for this role.

These competencies would be great to have, but are not required:

• Fluency in Spanish.
  
  

Additionally, our core competencies as an organization are:

• Ownership and results
• Communication
• Problem solving
• Equity and inclusion
• Teamwork and conflict resolution
• Leadership
• Prioritization
• Management
• Strategy and planning
• Decision making
  
  

We know not all applicants will demonstrate all the competencies we’re looking for. We encourage you to apply even if you do not check all the boxes above, and we look forward to reviewing your application holistically.

What you can expect , if you move forward in the recruitment process:

• Interview with People and Talent ( 1 hour )
• Competency exercise
• On-site interview with team ( 1 hour )
• Reference check
• Offer!
• Background check and onboarding
  
  

Americares complies with the EEOC: https://www.eeoc.gov/laws

Americares is currently authorized to support remote work employees in the following locations: CT, DC, FL, GA, IL, MD, MA, NC, NJ, NY, OR, PA, Puerto Rico, TN, TX, VA, and WA. Please note that we do not provide relocation assistance at this time.

Americares is committed to ensuring safe and accountable workplaces and programs. Our code of conduct, organizational values, and policies and procedures help to safeguard the welfare of everyone working for and participating in Americares programs. Americares is committed to the prevention of all types of abuse, discrimination, harassment, and exploitation. Employment with Americares will be subject to appropriate screening, reference, credentials, and background checks. By applying to our organization, job applicants confirm their understanding of and consent to our procedures during recruitment, and to adhering to our values and commitment to safe and accountable workplaces and programs as an employee.

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of Americares. At any point in the recruitment process, we may request additional information to confirm qualifications. Any misrepresentation of qualifications in any stage of the process will prevent the applicant from moving forward in the process.

If you have a specific request or need assistance to fully participate in the application or recruitment process, please email us at [email protected].