Administrative Manager (Y-Haven)

SUMMARYThis 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 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 JOB FUNCTIONSManage Resident Program Fees:Complete and distribute monthly client fee reportCollect fees receipt and trackOversee fee waiver processSend late notices and communicate with staffReconcile fees deliver to YMCA/CMHAManage COVID-19 Testing & VaccinationTrack and communicate schedule for testing on Admission days to staffGenerate and distribute report of clients for vaccinations to counselors for schedulingCommunicate with Care Alliance representative to track results and attendance ratesManage Homeless Management Information SystemEnter client data into County HMIS systemCreate and send Annual Program Reports (APR)Collect missing information from staffReconcile Y-Haven records with HMIS recordsManage Y-Haven Medicaid BillingEnsure Medicaid and ADAMHS Board billing accurate resident insurance data accuracy for insurance and ADAMHS Board billingInvestigate billing issues and work with staff on necessary correctionsOrganize monthly Medicaid Review meetingsCensus ManagementTrack and update Admissions room/group changes illnesses and discharges for 180-250 and update changes in AWARDS electronic medical records and review for accuracy daily/ with Custodial Staff for up to date roster of occupied and vacant regular Census Supplies & Equipment Purchasing and TrackingAssist with vendor management and sourcing supplies and equipmentComplete purchase orders invoicing (cross referencing orders) and reconciling supply and equipment ordersCreate and oversee supply and equipment inventoryProvide Reporting SupportGenerate clinical reports using AWARDS electronic medical with reporting to OMHAS VA ADAMHS Board and other fundersStaff productivity & outcome reportingRespond to clinical record requests of former residentsAssist with preparations for Y-Haven clinical and operational inspections and in team meetings in-service trainings and coordination office dutiesOther duties as assignedQUALIFICATIONSBachelors Degree (please provide GPA)At least two years experience of administrative organizing skills and attention to communication be highly proficient with MS Office and able to readily learn and adapt to new software to the mission of Y-Haven and the YMCA of Greater ON END RESULTS: Achievement of goals as identified DUTIES & RESPONSIBILITIES:Be visibly involved with Y-Haven participants volunteers and staff in a positive friendly manner that communicates and demonstrates the YMCAs core values of caring honesty respect and all established policies and procedures including but not limited to: safety practices and personnel in and support association events and fund raising a clean and orderly work required trainings and/or certifications necessary for the duties as assigned by 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 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 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 understand and mutually accept that the above description and supplement represent our agreements as the job to be performed.