Administrative Manager

Administrative Manager

• Location: Green Bay, WI (On-site)
• Employment Type: Full-Time, Salaried
• Salary Range: $60,000 - $70,000
• Schedule: Monday to Friday, 40 hours/week

About Us

Brown County Oral Health Partnership (OHP), located in Green Bay, Wisconsin, is a dynamic nonprofit organization dedicated to providing essential dental care to underserved children. We offer preventative, diagnostic, and restorative dental services to children ages 0-19, focusing on those who are uninsured or underinsured. Our services are provided at our clinic locations, in schools, and at local hospitals throughout Green Bay and the surrounding areas.

At OHP, we are passionate about changing the lives of our community’s children by ensuring they have access to high-quality oral health care. As we continue to grow and serve our community, we are seeking an Administrative Manager to join our dedicated team.

Position Summary

The Administrative Manager is a leadership role responsible for directing and coordinating all administrative functions that support the daily operations of OHP. This position provides direct oversight of patient scheduling and billing, dental practice technology, productivity reporting, and the performance and development of administrative team members. This Manager ensures that all administrative activities support the strategic goals of OHP by maximizing efficiency, enhancing patient access, and cultivating a high-performing, mission-aligned team.

What You’ll Do

Systems Management (30%)

• Become a super-user, administering user access and training in Dentrix and other platforms, along with resolving emergent issues (including EMR, software, phone system, tiger text, etc.)
• Act as liaison to coordinate with vendors and IT partners to resolve overall end-user issues and manage upgrades
• Maintain phone system greetings and ensure seamless communication operations
• Support vendor contract review.

People Leadership & Team Performance (25%)

• Supervise and support a team of up to 10 administrative staff
• Support the hiring process, train, and develop team members
• Lead performance management, recognition, and employee development for your department
• Approve timecards, manage PTO, and fill scheduling gaps

Productivity Reporting & Continuous Improvement (15%)

• Serve as subject matter expert on reporting tools and procedures (e.g., production, month-end reports, grant reporting).
• Oversee productivity metrics related to appointment volume and fulfillment
• Oversee the process of creating and maintaining administrative SOPs.
• Generate operational and productivity reports (e.g., for grants, KPIs), ensuring timeliness and accuracy.
• Support clinic and executive teams with data requests.
• Participate actively in organizational continuous improvement initiatives.

Patient Billing Understanding (10%)

• Understand and act as back-up for Medicaid claims and payment reconciliation, accounts receivable and investigate billing errors to resolve payment delays.
• Understand the billing practices comply with Forward Health policies.

Patient Scheduling & Services (10%)

• Ensure clinics are efficiently scheduled and appointment books are full in coordination with Clinical Director.
• Oversees outgoing referrals and records requests.

Patient Experience Partner (10%)

• Strategic partner with Clinic Director and ED and key leaders for continuous improvement of overall patient experience end to end

What We’re Looking For

Required:

• 3+ years in dental office administration, including 2+ years in a leadership role
• 2-5 years dental practice technology experience
• Experience supervising administrative/front desk staff
• Strong understanding of scheduling processes and reporting
• Proficient in Microsoft Office and dental practice software (Dentrix Enterprise preferred)
• Excellent communication, organizational, and problem-solving skills

Preferred:

• Experience in a nonprofit or public health dental setting
• Familiarity with Medicaid/Forward Health billing
• Experience with running and analyzing operational and financial reports
• Comfortable training others and leading change

Why Join Us?

• Meaningful mission-driven work
• Collaborative leadership team
• Opportunities for growth and impact

Our Comprehensive Benefits Package Includes:

• Competitive compensation with 401(k) options and profit sharing.
• Paid holidays, flexible work arrangements, and generous paid time off.
• Full health benefits, including medical insurance and health savings accounts, along with 100% company paid dental, vision, life/AD&D, short- and long-term disability insurance for all full-time employees, EAP and wellness reimbursement