Administrative Manager

Job Description: Administrative Manager / Bilingual Administrative Coordinator

Organization: Minders Connect
Location: Maryland
Position Type: Full-Time
Reports To: Executive Director / Operations Manager

Position Summary

Minders Connect is seeking an experienced, organized, and professional Administrative Assistant or Administrative Manager to support the daily administrative, operational, and client-service functions of the agency. The ideal candidate must have prior experience working in a similar healthcare, human services, autism services, behavioral health, developmental disabilities, or community-based service organization.

This position requires someone who is dependable, detail-oriented, technology-savvy, able to manage multiple priorities, and comfortable working with families, staff, clients, providers, and management. The successful candidate will play an important role in ensuring smooth office operations, accurate documentation, timely communication, and professional support to the leadership team.

Key Responsibilities

Administrative and Office Support

• Provide daily administrative support to the Executive Director, Operations Manager, Case Managers, and other leadership staff.
• Answer phone calls, respond to emails, welcome visitors, and communicate professionally with families, staff, providers, and external stakeholders.
• Maintain organized electronic and physical filing systems for client records, staff records, forms, reports, and agency documents.
• Schedule meetings, appointments, interviews, trainings, and follow-up communications as needed.
• Prepare letters, memos, forms, reports, spreadsheets, meeting agendas, and other agency documents.
• Assist with ordering office supplies and maintaining an organized, professional office environment.

Client and Program Support

• Assist with intake coordination, client documentation, family communication, and follow-up as directed.
• Support case management and program teams with administrative tracking of client services, authorizations, schedules, and required paperwork.
• Help ensure that client files are complete, updated, and maintained according to agency policies and confidentiality requirements.
• Communicate with parents/guardians in a respectful, professional, and culturally sensitive manner.
• Assist Spanish-speaking families when applicable, including basic communication and coordination support.

Staff and HR Administrative Support

• Assist with onboarding paperwork, staff documentation, training records, credential tracking, and compliance files.
• Help monitor completion of required trainings, background checks, certifications, and other employment-related documents.
• Support staff scheduling, attendance tracking, and communication as needed.
• Maintain confidentiality of employee and client information at all times.

Technology, Data Entry, and Documentation

• Use Microsoft Excel, LTSS, Therap, and other agency systems to complete daily administrative duties.
• Create and maintain spreadsheets for tracking client information, staff documentation, schedules, trainings, and reports.
• Enter data accurately and update records in a timely manner.
• Assist with electronic documentation systems, scanning, uploading files, and maintaining digital records.
• Troubleshoot basic office technology needs and assist staff with administrative technology use when appropriate.

Compliance and Professional Standards

• Follow HIPAA, confidentiality, and agency compliance policies.
• Maintain professionalism when handling sensitive client, family, and staff information.
• Support agency audits, internal reviews, file checks, and documentation requests as needed.
• Report concerns, missing documents, or compliance issues to the appropriate supervisor promptly.
• Represent Minders Connect in a professional, respectful, and service-focused manner.

Minimum Qualifications

• Associate degree required; Bachelor’s degree preferred.
• Minimum of 3 years of experience in an
• Experience working in a similar organization or capacity, preferably in healthcare, autism services, behavioral health, developmental disabilities, home/community-based services, or human services.
• Associate's or Bachelor's degree in Business Administration, Healthcare Administration, Human Services, or related field.
• Minimum of 3 years of administrative experience in administrative assistant, office coordinator, administrative manager, or similar role in a healthcare or developmental disability setting.
• Working knowledge of Medicaid/waiver billing, EHR systems (e.g., LTSS, Therap, or similar) and scheduling platforms.
• Strong organizational, communication, and multitasking skills; ability to work in a fast-paced environment
• Strong computer skills, including Microsoft Excel, Word, Outlook, and general office technology.
• Ability to create and manage spreadsheets, reports, files, and electronic records.
• Strong written and verbal communication skills.
• Excellent organization, time management, and follow-through.
• Ability to work independently and as part of a team.
• Ability to maintain confidentiality and demonstrate sound judgment.

Preferred Qualifications

• Ability to speak English/Spanish preferred.
• Experience working with children or adults with autism or developmental disabilities.
• Experience with Medicaid-funded programs, Autism Waiver, DDA, behavioral health, or similar service systems.
• Experience supporting scheduling, client intake, staff onboarding, or compliance documentation.
• Technology-savvy and comfortable learning new systems quickly.
• Strong customer service skills and ability to interact professionally with families and staff from diverse backgrounds.

Required Skills and Competencies

• Professional communication
• Strong organizational skills
• Attention to detail
• Confidentiality and discretion
• Proficiency in Excel and Microsoft Office
• Ability to multitask in a busy office environment
• Problem-solving skills
• Dependability and punctuality
• Cultural sensitivity
• Teamwork and flexibility
• Ability to meet deadlines

Work Expectations

• Maintain regular and reliable attendance.
• Complete assigned tasks accurately and on time.
• Communicate respectfully with clients, families, staff, and leadership.
• Follow all Minders Connect policies and procedures.
• Maintain a clean, organized, and professional work area.
• Support the mission and values of Minders Connect

Compensation & Benefits

Salary range: Salary Range: $52,00-$58,240 annually, commensurate with experience and fluency in Spanish.

• Medical, dental, and vision insurance | PTO and Paid holidays | 401(k)
• Continuing education support and professional development opportunities