Location: K2
Reports to: Chief Operating Officer (COO)
Supervises: Administrative Team (Front Desk, Intake, Scheduling, Records, and Billing Support)
FLSA Status: Exempt
Work Hours: Monday–Friday, 8:00 a.m.–5:00 p.m

Salary Range: $65k-75k annually (based on experience)
Benefits: Employer-paid health insurance, paid time off, professional development stipend, and participation in future ESOP eligibility.

The Admin Manager oversees the administrative department, ensuring smooth daily operations, cohesive team communication, and exceptional client and provider support. This role is both relational and strategic—leading the admin team, strengthening referral partnerships, coordinating retreats, and supporting the COO and CEO with organizational projects and priorities.

Team Leadership & Development

• Lead and support the admin team day-to-day — making sure everyone feels clear, connected, and supported in their roles.
• Help new team members get up to speed through thoughtful onboarding and ongoing mentorship.
• Hold semi-annual check-ins to reflect on growth, celebrate wins, and set goals together.
• Bring the team together for weekly huddles that focus on communication, collaboration, and creative problem-solving.
• Model a culture that balances accountability with care — one where people can be human, ask questions, and keep learning.

Referral & Scheduling Operations

• Oversee the entire referral-to-intake process across all PMHW programs, ensuring every client experiences timely, coordinated, and compassionate care.
• Supervise the referral coordination and scheduling team, providing guidance, workload management, and performance feedback.
  
• Monitor and improve referral workflows to maximize conversion rates and minimize scheduling delays.
• Ensure referral data is accurate, complete, and consistently tracked from first contact through assignment and scheduling.
• Partner with program directors, PCCs, and clinical leadership to align referral capacity with clinician availability.
  
• Track and report key metrics (e.g., referral volume, conversion rate, average time to contact/schedule) and recommend improvements based on data.
  
• Collaborate with IT and EHR teams to ensure effective use of referral management tools (Cognito, Trello, TherapyNotes, etc.).
• Foster a culture of ownership, where each team member takes personal responsibility for communication loops and client experience.

Culture & Connection

• Plan and host admin retreats and team-building moments that help the team reset, connect, and recharge.
  
• Jump in on company-wide events like SAY HEY, appreciation weeks, and other creative ways to celebrate staff.
• Embody and encourage PMHW’s shared values: Trust, Authenticity, Community, Honesty, Spirituality, Advocacy, and Integrity.

Systems & Workflow

• Look for ways to make administrative processes more efficient, intuitive, and consistent across locations.
  
• Partner with the COO and Controller to track key data points and identify where systems can improve.
• Keep scheduling, communication, and client support consistent so our teams and clients always have a reliable experience.

Executive & Project Support

• Support the COO and CEO with key organizational projects — from retreat planning and rebranding efforts to new initiatives and expansion.
  
• Help coordinate cross-department communication and ensure project details stay on track.
• Take part in leadership meetings and contribute ideas that help move PMHW forward.

Qualifications

• Bachelor’s degree in Healthcare Administration, Business, or related field (or equivalent experience).
  
• Minimum of 3 years of administrative or office management experience; healthcare or behavioral health preferred.
• Strong leadership, organizational, and interpersonal communication skills.
• Proficiency in G-Suite, TherapyNotes (or comparable EMR), and project management tools.
• Demonstrated ability to manage multiple priorities with empathy, clarity, and accountability.

Portland Mental Health & Wellness offers a competitive benefits package for full time employees that includes:

• Paid Vacation Time (80 hours per year to start)
• Paid Health Leave (40 hours per year)
• Paid Floating Holiday Hours (80 hours per year)
• Medical and Vision Insurance – Kaiser Permanente of the Northwest (choice of three plans)
• Dental Insurance
• Employer Paid Life and AD&D Insurance
• Voluntary Additional Life and AD&D Insurance
• Voluntary Short Term Disability Insurance
• Voluntary Critical Illness Insurance
• Voluntary Accident Insurance
• Flexible Spending Account, Health Care
• Flexible Spending Account, Dependent Care
• Commuter Benefit – Choice of TriMet Pass or Limited Parking Reimbursement
• 401K Retirement Plan – Up to 4% Company Match Once Eligible
• Annual Continuing Education Allowance of $500
• Discounted Enrollment with Student Loan Tutor
• 10% Discount on Vitamins & Supplements Through Fullscript
• Limited Access to Columbia Sportswear Employee Store
• Discount at VioletSuitesPDX Boutique Hotel
• OnPoint Community Credit Union Group Banking Benefits

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This description is intended to provide only the basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities, and working conditions may change as the practice’s needs evolve. Regular and predictable attendance is an essential function of every job.

The requirements described above are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. By signing below, you acknowledge that you are able to perform the Essential Functions of this job, with or without accommodation. If an accommodation is needed, you acknowledge that you have an opportunity to discuss this with Human Resources.