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 23 administrative professionals under the Leads 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

Type: Exempt

Job Duties:
Leadership:
Partner with the Clinic Site Director to provide supervision and direction to administrative staffIdentify training needs, provide coaching, address performance concerns promptly, and conduct annual performance reviewsManage administrative staff schedules, timecards, and time off requests, ensuring coverage during absencesManage onboarding of new administrative staff through interviews, orientation, and trainingLead recurring trainings and meetingsRegularly 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 orderlyCollaborate with janitorial/building management as neededMonitor office supply inventory levels and maintain a cost-effective strategy when submitting supply orders
Patient Care:
Address patient inquiries and concerns with empathy and professionalismDeliver exceptional care in every patient interaction

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

Miscellaneous:
Quickly understand the organizations 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 requirementManage medication samples per Sample Medication Policy & ProcedureFollow clinic policies, procedures, and management directivesCreate and distribute memos promptlyAssist with Marketing events and initiatives as requestedPlan and coordinate staff meetingsAttend program meetings and trainings as directedOther duties as assigned

Qualifications:
High school diploma required; bachelors 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.

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.