Administrative Chief of Staff Job

Job Title: Administrative Chief of Staff

Location: Bright Pine Behavioral Health – Oakland County, MI (Hybrid: Clarkston, West Bloomfield, Troy, and Remote)

Salary: $52,000–$62,000

*pay will commensurate with experience

Benefits:

• Health, dental, and vision insurance
• Paid time off (PTO)
• Opportunities for professional growth and development

About Bright Pine Behavioral Health:

Bright Pine Behavioral Health is a premier outpatient private practice providing exceptional psychological testing and therapy services to clients locally and internationally. With locations in Clarkston, West Bloomfield, and Troy, MI, we pride ourselves on delivering high-quality, value-driven care. The Administrative Chief of Staff will play a pivotal role in ensuring the smooth operation of the clinic and supporting the team in achieving its mission.

Position Overview:

The Administrative Chief of Staff serves as the right hand to the clinic’s leadership team, acting as a key strategic and operational partner. This hybrid role allows for flexibility, enabling work across all three clinic locations (Clarkston, West Bloomfield, Troy) and remotely as needed. This individual will oversee administrative functions, streamline workflows, and ensure operational excellence. The role requires strong organizational and leadership skills, adaptability, and a proactive mindset to ensure all aspects of the clinic run efficiently.

Key Responsibilities and Duties:

Leadership and Strategic Support:

• Act as the primary liaison between the clinic leadership team and staff, ensuring clear communication and alignment with organizational goals.
• Manage and respond to incoming client inquiries via phone, email, or online forms.
• Route referrals to the appropriate department or clinician based on specialization, availability, and client preference.
• Support leadership in implementing strategic initiatives and tracking progress.
• Manage special projects assigned by the managing partner, ensuring timely and effective completion.
• Serve as a trusted advisor to the leadership team, providing insights to improve operations and workflows.

Administrative Oversight:

• Oversee day-to-day administrative operations of the clinic across all locations.
• Manage staff schedules, ensuring coverage and optimizing efficiency.
• Coordinate with medical billing specialists to streamline payment processes and resolve client inquiries.
• Monitor and maintain clinic supplies and equipment, ensuring all locations are well-stocked and operational.

Human Resources Management:

• Assist in hiring, onboarding, and training staff.
• Conduct performance evaluations for administrative personnel, providing constructive feedback and professional development opportunities.
• Address employee concerns and act as a mediator when needed to resolve conflicts.
• Develop and implement policies and procedures to improve team efficiency and accountability.

Client and Community Relations:

• Ensure exceptional customer service by addressing client concerns and improving the client experience mostly via SMS, Email, and Phone.
• Foster positive relationships with referral sources, partners, and other stakeholders in the community.
• Oversee client satisfaction initiatives.

Operational Efficiency:

• Review and refine administrative workflows to maximize productivity and reduce bottlenecks.
• Develop, track, and report key performance indicators (KPIs) to leadership.
• Collaborate with management support to maintain secure and efficient technology systems for scheduling, documentation, and billing.
• Oversee compliance and other regulatory requirements

Financial Administration:

• Assist in scheduling and monitoring expenses to ensure fiscal responsibility..
• Collaborate with the billing department to address client payment concerns and insurance claims.

Qualifications and Preferred Experience:

• Prior experience in administrative leadership, management, or a similar role in healthcare or behavioral health is preferred but not required.
• Strong organizational and time-management skills with attention to detail.
• Exceptional interpersonal and communication skills, with the ability to manage relationships at all levels.
• Proficiency in Microsoft Office Suite and familiarity with electronic health record (EHR) systems (preferred).
• Ability to work independently and make decisions in a fast-paced environment.
• A proactive, problem-solving mindset with the ability to identify and implement process improvements.

Ideal Candidate Profile:

The ideal candidate is a highly organized and proactive professional who thrives in a dynamic environment. They are an effective communicator, a natural leader, and someone who takes pride in ensuring that the clinic operates smoothly and efficiently. While formal education is not a priority, a proven track record of administrative or management experience in a healthcare or other setting is highly valued.

How to Apply:

If you are an organized, driven professional looking to make a meaningful impact in a growing mental health clinic, we invite you to apply for the Administrative Chief of Staff position at Bright Pine Behavioral Health.

This hybrid role offers flexibility and the opportunity to work across all three clinic locations and remotely, making it ideal for individuals seeking a dynamic and impactful career.