Administrative Manager

The Administrator is an integral role for Ready Set Smile. The primary responsibility is to ensure organizational effectiveness by completing financial and administrative functions. The Administrator will have detailed areas of responsibility and will assist as needed in other areas. This role requires a high degree of confidentiality, flexibility, and ability to work well with others.

ESSENTIAL FUNCTIONS:

Job Responsibilities

Organizational Leadership- 10% Works collaboratively with leadership to ensure high-quality, mission-centric work and to meet the strategic plan. Models RSS values and high standard for quality and patient care. Professionally handle and maintain materials of a strictly confidential HIPPA compliant nature Uses institutional knowledge to support staff and programs

Administration-15% Manage facilities operations, including coordinating maintenance, repairs, landlord relationships, keeping staff informed of facility policies or changes, handbook, etc. Answer main phone line, be present at front desk for walk-in response when in the office. Takes in and delivers mail and packages. Primary contact for phone system, IT (non-dental related), and accountant. Supports staff in learning IT and phone systems. | Supplies and Equipment-10% Keep inventory and order office supplies and equipment. Partner with program staff to order program supplies and equipment.

Events-5% Ensures all non-program events are appropriately calendared, with all details. Participates in planning, leading, and following up from RSS events (non-program).

Finance-25% Facilitates RSS spending: Track and pay RSS bills. Input data for accountant. Monitor accounts. Send and track RSS invoices and track all expenses. Manage Divvy and RSS staff expenses. Review financial transactions monthly, as a quality check. Track and understand RSS insurance agreements such as property, Directors and Officers, etc. Does not include billing relationships for healthcare or employee benefits.

Program Management and Supervision-25% Oversee MNsure Manager Portal activities ensuring compliance, and timely completion of program requirements. Supervise the MNsure Navigator, providing guidance, support, and performance oversight to ensure program goals, enrollment targets, and quality standards are achieved. Evaluate program performance, identify opportunities for process improvement, and recommend strategies to enhance MNsure program effectiveness. Supervise the Volunteer Coordinator and monitor volunteer recruitment, onboarding, training, engagement, and recognition efforts. Ensure adequate volunteer staffing for clinics, outreach events, and special programs through coordination with the Volunteer Coordinator. Collaborate with the Volunteer Coordinator to identify volunteer needs to support program and organizational initiatives.

Fill In-10% Support and guide new CHW staff as they learn responsibilities and role. Work at clinics as needed, when RSS is short staffed (no more than 4 times a month).

Total | 100%

JOB REQUIREMENTS:

Education/ Certifications/or Equivalent combination of education training and experience: High School Diploma or GED. Community Health Worker certificate required.

Required Experience:

• 3+ years of experience working in a dental clinic as an unlicensed dental assistant
• 5+ years working in a school-based health care non-profit
• 3+ years of experience working with the following systems: QuickBooks, HubDoc, and Open Dental
• Experience managing staff

Knowledge/ Skills/ Abilities: Native Spanish speaker. Must be able to write and communicate effectively in Spanish. Ability to manage and make decisions in a fast-paced environment Ability to communicate effectively across sectors Ability to interface and engage diverse volunteers, staff, and patient groups (nonprofits, public schools, donors, volunteers, etc.) Strong organizational abilities including team building, planning, delegating, program development and task facilitation Demonstrated ability to oversee and collaborate with staff.

PHYSICAL ENVIRONMENT/DEMANDS: Some local travel may be required Most work is performed in a temperature-controlled office environment Incumbent may sit for long periods of time at desk or computer terminal While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. Incumbent may use calculators, keyboards, telephone and other office equipment in the course of normal workday Stooping, bending, twisting and reaching may be required in completion of job duties The above statements are intended to describe the general nature of the work performed by the employees assigned to this job. All employees must comply with Company policy and applicable laws. The responsibilities, duties and skills required of personnel so classified may vary within each department and/or location.