What are the responsibilities and job description for the Administration Manager position at ChesPenn Health Services?
The Administrative Manager supports the executive team and oversees key administrative operations across the organization. This role spans credentialing, claims management, board coordination, grant invoicing support, and general administrative functions. The position also provides direct executive assistance to the CEO and liaises with internal departments to promote operational efficiency.
Key Responsibilities:
Executive and Administrative Support
- Supports the CEO through calendar management, meeting coordination, drafting correspondence, and tracking action items.
- Serves as a liaison between executive leadership and internal/external stakeholders.
- Prepares board meeting materials, tracks board minutes, and supports governance compliance.
- Coordinates logistics for executive and senior leadership meetings.
- Assists in planning and monitoring organization-wide initiatives, ensuring deadlines are met and stakeholders are informed.
Credenialing and Compliance
- Manages and maintains provider and contractor credentialing records.
- Oversees credentialing software and portals (CAQH, NHSC, NPDB, etc.).
- Coordinates insurance credentialing through credentialing software for the providers associated with the organization associated with Medicaid, Medicare, management care organizations and private insurance companies.
- Maintains, and inputs data into the HRSA portal for grants and deeming applications
- Tracks progress on strategic goals and collaborates across departments to drive execution.
Claims and Insurance Administration
- Coordinates general liability, malpractice, and workers’ compensation claims.
- Serves as the main point of contact for organizational insurance claims.
Grants and Financial Tracking
- Develops and maintains a tracking system of all grant invoices for AACO, SEPA, PA Department of Health and any new grants received that requires monthly invoice billing.
Human Resources & Operations Support
- Oversees administrative support staff and collaborates with Human Resources, including hiring, onboarding, and training.
Education and Years of Experience:
- Bachelors in business administration, Health Administration or related field
- Minimum of two years in administrative or healthcare operations roles.
Skills and Competencies:
- Strong written and verbal communication.
- Proficiency in Microsoft Office and relevant HR/timekeeping platforms.
- Knowledge of insurance credentialing and HRSA privileging standards.
- High emotional intelligence, confidentiality, and discretion.
- Demonstrated awareness and value of cultural competence
- Excellent organizational, multitasking, and time management skills.
- Ability to manage projects independently and collaborate across departments.
- Valid driver’s license and ability to travel periodically to ChesPenn sites.
