Administrative Manager (Y-Haven)

SUMMARY

This position will work with the Y-Haven Executive Director, Operations Director and Clinical Director to organize, manage and complete administrative projects to help Y-Haven operate efficiently and effectively.

The Administrative Manager will manage essential administrative programs and lead Y-Haven staff in implementing them. Programs to manage include Y-Haven Program Fees, COVID-19 testing and vaccination, Homeless Management Information System (HMIS), Census Tracking, and Medicaid billing preparation.

ESSENTIAL JOB FUNCTIONS

1. Manage Resident Program Fees:
   • Complete and distribute monthly client fee report
   • Collect fees, receipt and track
   • Oversee fee waiver process
   • Send late notices and communicate with staff
   • Reconcile fees, deliver to YMCA/CMHA
2. Manage COVID-19 Testing & Vaccination
   • Track and communicate schedule for testing on Admission days to staff
   • Generate and distribute report of clients for vaccinations to counselors for scheduling
   • Communicate with Care Alliance representative to track results and attendance rates
3. Manage Homeless Management Information System
   • Enter client data into County HMIS system
   • Create and send Annual Program Reports (APR)
   • Collect missing information from staff
   • Reconcile Y-Haven records with HMIS records
4. Manage Y-Haven Medicaid Billing
   • Ensure Medicaid and ADAMHS Board billing accuracy.
   • Ensure accurate resident insurance information.
   • Oversee data accuracy for insurance and ADAMHS Board billing
   • Investigate billing issues and work with staff on necessary corrections
   • Organize monthly Medicaid Review meetings
5. Census Management
   • Track and update Admissions, room/group changes, illnesses, and discharges for 180-250 residents.
   • Track and update changes in “AWARDS” electronic medical records and review for accuracy daily/weekly.
   • Coordinate with Custodial Staff for up to date roster of occupied and vacant rooms.
   • Generate regular Census reports.
6. Manage Supplies & Equipment Purchasing and Tracking

1. • Assist with vendor management and sourcing supplies and equipment
   • Complete purchase orders, invoicing (cross referencing orders), and reconciling supply and equipment orders
   • Create and oversee supply and equipment inventory
2. Provide Reporting Support
   • Generate clinical reports using “AWARDS” electronic medical records.
   • Assist with reporting to OMHAS, VA, ADAMHS Board, and other funders
   • Staff productivity & outcome reporting
3. Respond to clinical record requests of former residents
4. Assist with preparations for Y-Haven clinical and operational inspections and audits.
5. Participate in team meetings, in-service trainings and coordination meetings.
6. General office duties
7. Other duties as assigned

QUALIFICATIONS

1. Bachelor’s Degree (please provide GPA)
2. At least two years’ experience of administrative work.
3. Exceptional organizing skills and attention to detail.
4. Excellent communication skills.
5. Must be highly proficient with MS Office and able to readily learn and adapt to new software programs.
6. Commitment to the mission of Y-Haven and the YMCA of Greater Cleveland.

EFFECT ON END RESULTS: Achievement of goals as identified annually.

COMMON DUTIES & RESPONSIBILITIES:

1. Be visibly involved with Y-Haven participants, volunteers and staff in a positive, friendly manner that communicates and demonstrates the YMCA’s core values of caring, honesty, respect and responsibility.
2. Follows all established policies and procedures, including but not limited to: safety practices and personnel policies.
3. Participate in and support association events and fund raising activities.
4. Maintain a clean and orderly work environment.
5. Secure required trainings and/or certifications necessary for the position.
6. Other duties as assigned by supervisor.

PHYSICAL REQUIREMENTS:

The employee is expected to meet the physical requirements of the position, which may include, a frequent amount of sitting, standing and walking, reaching, stooping, kneeling, bending and occasionally lifting and/or moving up to 25 pounds. Lifting requirement of the position may be greater depending on the particular job to be performed (i.e., aquatics, childcare).

GENERAL REQUIREMENTS:

Must be able to read, and write legibly and in an understandable manner. Must be able to effectively communicate with and observe program participants, members and YMCA staff.

WORK ENVIRONMENT:

The noise level in the work environment is usually moderate to noisy. May be required to work outside and on occasion may encounter inclement weather.

Adherence to these performances standards is expected by the YMCA of Greater Cleveland and measurement of the adherence is part of the annual review and development plan process.

We understand and mutually accept that the above description and supplement represent our agreements as the job to be performed.