Administrative Supervisor

Administrative Supervisor

at Canopy Roots Canopy Mental Health & Consulting

As our Administrative Supervisor you will oversee all administrative duties between Canopy Roots and Canopy Mental Health and Consulting supervise Administrative Coordinators and Medical Assistants and ensure seamless operations through shared norms onboarding and cross-training initiatives. This position will report to the Business Operations Manager.

Job Details

Start Date: As soon as possible

Location: Minneapolis and Richfield MN

Hiring Salary Range: $65000-$7500 per year depends on qualifications and experience

Hours/Day or (Available Shifts): Monday-Friday 40 hours a week including evenings and weekends when necessary. (Most work falls roughly between the hours of 9:00am-5:00pm)

Job Type: Full-time Exempt

Essential Job Functions

Team Supervision and Leadership:

• Supervise the team of Administrative Coordinators and Medical Assistants.
• Implement shared norms and processes between teams through onboarding and cross-training.
• Interview hire coach and delegate tasks as needed.
• Conduct annual performance reviews and handle staff performance improvement plans warnings and documentation.
• Provide coverage for Administrative Coordinators and ensure front desk coverage during business hours.

Policy and Procedure Development:

• Create and develop policies and procedures to improve workflow systems customer service and intake/scheduling processes.

Client and Clinician Coordination:

• Coordinate with clinicians to ensure efficient client scheduling and intake processes including interpretation services.
• Provide quality customer service and administrative support to clients.
• Field and triage inquiries via various mediums for Canopy MHC.

Database and Reporting Management:

• Manage the Zoho client database tracking calls emails clinician waitlists and running reports.
• Track call volume trends and adjust department resources accordingly.

Billing and Client Support:

• Collaborate with the billing team for insurance eligibility client communication and payment processes.
• Send client satisfaction surveys responding to medical records requests collecting releases of information and uploading records into EHR.

Office Management and Technology:

• Complete onboarding/offboarding tasks related to office technology for MHC staff.
• Oversee and train on basic office technology hardware coordinating with IT contractors and cell providers.
• Update staff lists office space spreadsheets and managing office rent.
• Oversee office access tools space use cleaning maintenance plant care and organizing supplies.
• Coordinate office tasks like website updates business card orders and office/building maintenance orders.

Compliance and Confidentiality:

• Maintain client confidentiality per HIPAA regulations including annual training.

General Responsibilities:

• Attend to needs at both office locations.
• Undertake other projects and duties as assigned.

Requirements

While we have identified specific requirements for this role we acknowledge that not all candidates may possess every requirement listed. We encourage all applicants who believe they possess the necessary skills and experience to perform the role satisfactorily to apply regardless of whether they meet each requirement to the fullest extent.

Required Qualifications:

• High school diploma or equivalent education
• 2 or more years of administrative assistant/coordinator experience
• Experience working in health care or human services
• Passionate and knowledgeable about multiculturalism and equitable healthcare access
• Knowledgeable of the social and economic challenges of the communities that Canopy serves
• Valid drivers license and current automobile insurance

Preferred Qualifications:

• Practical experience working with psychiatry services
• Experience motivating mentoring and developing remote teams
• Associate degree or higher in business administration psychology human services criminal justice behavioral sciences or other related fields
• Leadership or supervisory experience
• Knowledge of Google Workspace Adobe Acrobat and Zoho

Physical Requirements

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers phones copy machines and filing cabinets. This role must be able to remain in a stationary position 50% of the time.

About Canopy

Canopy is a values-based mental health organization committed to centering Black Indigenous People of Color (BIPOC) and other historically marginalized and underrepresented communities. We are composed of two sister organizations: (1) Canopy Mental Health & Consulting and (2) Canopy Roots. The Contract Consultant will work with both organizations.

Canopy Mental Health & Consulting (MHC) provides high-quality outpatient psychotherapy and psychiatric services with purpose and integrity. We provide culturally affirming therapy services for historically underserved and marginalized communities in Minnesota. Our services are available in-person in Minneapolis and Richfield and via telehealth statewide.

Canopy Roots is an innovative mental health organization offering culturally affirming unarmed first responder services to people in crisis via 911 in the city of Minneapolis. We promote safety for people in crisis by providing emotional de-escalation strategies crisis intervention support and connection to appropriate resources. Crisis Responders are members of the communities they serve reflecting the wide range of cultural and racial identities and experiences of the people who need our services the most.

Benefits

We care deeply about our employees and know holistic support is essential for our staff to carry out their work. Our generous employment package includes Canopy-sponsored health dental and vision insurance options employer-paid short-term disability insurance life insurance and AD&D Flexible Spending Account (FSA) Sick and Paid Time Off accrual10 Paid Holidays and 401k retirement plan with employer match.

Workplace Culture

Canopy Roots and Canopy MHC is a values-based inclusive workplace that strives to create a space where our 90 employees unique talents learning styles and lived experiences are valued. Creating an engaging work environment is an essential part of our culture. We uphold this commitment through staff surveys and professional development.

Our Hiring Process

Our human resources team is committed to a person-first centered approach to our hiring process. Candidates can view currently open positions and apply online via For all positions our hiring process includes a virtual screening interview and in-person panel interviews reference checks and background checks for final candidates. All responder candidates must be fingerprinted and reviewed by the BCA and FBI.

Persons of color women members of the LGBTQ community veterans and individuals with disabilities are strongly encouraged to apply. If you require reasonable accommodation in completing this application interviewing or otherwise participating in the employee selection process please direct your inquiries to the Human Resources team at At this time we are unable to provide company sponsored visas and are only considering candidates who are eligible to work in the United States.

The above statements are not intended to encompass all functions and qualifications of the position. Rather they are intended to provide a general framework of the requirements of the position. Employees may be required to perform other functions not specifically addressed in this job description.

P.S. Please take the necessary steps to allow emails from the Canopy (@) and Paycor (@) domains so that you receive all emails related to your application process. Also please make sure to check your spam folder as emails from Canopy and/or Paycor can be marked as spam.

Required Experience:

Manager