This role involves overseeing specific administrative functions within Pacific Health Group, primarily focusing on Administrative Assistant operations, Contracting/Grants/RFP administration, and Data Administration. The manager provides direct supervisory leadership to assigned administrative personnel, ensuring efficient, accurate, and consistent operations by establishing workflows, tracking work, monitoring deadlines, and maintaining quality standards. The position requires strong organizational leadership, independent judgment, attention to detail, accountability, and exceptional follow-through.
Responsibilities
Provide direct supervision and leadership to assigned Administrative Assistant personnel
Establish clear responsibilities, priorities, deadlines, workflows, and performance expectations
Assign and delegate administrative responsibilities based on organizational needs
Monitor assignments and deliverables through completion
Conduct regular one-on-one meetings with direct reports
Provide ongoing coaching, feedback, training, and professional development
Monitor performance, productivity, responsiveness, accuracy, and accountability
Conduct performance evaluations for assigned personnel
Address performance concerns promptly and partner with Human Resources when necessary
Participate in recruitment, interviewing, onboarding, and training for assigned positions
Develop and maintain standardized administrative workflows and procedures
Promote professionalism, responsiveness, accuracy, ownership, and follow-through
Oversee administrative processes related to organizational contracts, grants, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and similar opportunities
Maintain centralized tracking of active contracts, renewals, expiration dates, submission deadlines, deliverables, and required documentation
Develop and maintain calendars and tracking systems for critical deadlines
Monitor upcoming requirements and proactively communicate deadlines to appropriate stakeholders
Coordinate with internal departments and subject-matter experts to obtain information and documentation required for submissions
Oversee the assembly, formatting, organization, review, and administrative preparation of proposals and supporting materials
Track contract execution, amendments, renewals, expirations, and associated administrative requirements
Ensure contract, grant, and RFP documentation is appropriately maintained and readily accessible
Identify missing documentation, potential delays, or administrative barriers and work with appropriate stakeholders toward resolution
Escalate significant risks, missed deadlines, or unresolved issues through appropriate leadership channels
Millions of jobs, with real people getting hired every day
200,000+
New jobs added daily
7,000,000+
Verified job listings
1,000,000+
Tailored applications submitted
Develop standardized processes and checklists to improve accuracy, consistency, and submission readiness
Provide direct supervision and oversight of assigned Data Administration personnel
Establish expectations for data entry, tracking, reporting, accuracy, and timeliness
Ensure assigned administrative data and reporting responsibilities are completed accurately and within established deadlines
Establish processes to identify incomplete, inaccurate, inconsistent, duplicate, or overdue data
Implement appropriate quality-control measures and routine data reviews
Monitor data-related workflows and identify recurring errors or inefficiencies
Develop corrective workflows when data-quality concerns are identified
Coordinate with Operations, Quality Assurance, Finance, Human Resources, and other departments when data responsibilities overlap
Support development and maintenance of reports, dashboards, trackers, and administrative tools
Ensure administrative data is organized, accessible, and maintained according to organizational requirements
Promote consistency and accountability in data-management practices
Develop and maintain Standard Operating Procedures (SOPs) for assigned administrative functions
Evaluate existing workflows and identify opportunities to improve efficiency, accuracy, and accountability
Implement standardized processes across Administrative Assistant, Contracting/Grants/RFP, and Data Administration functions
Develop trackers, calendars, checklists, templates, and other administrative tools
Identify recurring administrative barriers and implement practical solutions
Support technology and workflow improvements affecting assigned administrative functions
Ensure processes remain scalable as organizational needs evolve
Identify issues and their potential impact when a required cross-department deliverable is incomplete, delayed, inaccurate, or otherwise at risk
Communicate with the appropriate Department Manager
Clarify the required information, documentation, or deliverable and applicable deadline
Follow up appropriately on outstanding requirements
Maintain documentation of the status and follow-up
Identify potential solutions or administrative support that may resolve the barrier
Escalate significant or unresolved risks through the appropriate leadership channels
Requirements
Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, Management, or a related field preferred
Minimum of 3–5 years of progressively responsible experience in administration, operations, project coordination, contracting, data administration, or a related field
Previous supervisory or management experience strongly preferred
Experience supervising administrative or data-support personnel preferred
Experience coordinating contracts, grants, government RFPs, RFQs, or similar proposal processes preferred
Experience managing multiple priorities, deadlines, and stakeholders simultaneously
Healthcare, managed care, behavioral health, community health, social services, or similar industry experience preferred
Strong administrative leadership and supervisory skills
Exceptional organizational and time-management skills
Strong attention to detail and commitment to accuracy
Ability to manage multiple deadlines and competing priorities
Strong written and verbal communication skills
Ability to work independently with limited day-to-day supervision
Strong delegation, accountability, and follow-through skills
Experience developing and maintaining administrative tracking systems
Ability to identify problems, evaluate options, and implement practical solutions
Ability to coordinate effectively across departments while respecting established reporting structures
Strong professional judgment and discretion
Ability to appropriately escalate unresolved concerns
Proficiency with Microsoft Office and/or Google Workspace
Experience with project-management, data-management, CRM, or administrative tracking platforms
Ability to learn and adapt to new technology and organizational systems
Ability to thrive in a fast-paced and growing organization
Ability to perform prolonged periods of computer-based and administrative work
Ability to communicate effectively through phone, video conferencing, email, and other electronic communication platforms
Ability to attend in-person meetings, trainings, or organizational events as required
Must be able to work effectively within PHG's hybrid work environment
Occasional travel may be required based on organizational or operational needs
Must maintain reliable transportation when travel is required for business purposes
Benefits
Medical insurance
Dental insurance
Vision insurance
Additional voluntary and supplemental benefit options, subject to plan eligibility
Paid Time Off (PTO)
Paid sick leave
Paid company holidays
Additional leave benefits in accordance with company policy and applicable law
Collaborative and mission-driven work environment
Meaningful work supporting community-based healthcare programs
Opportunity to help develop and improve organizational systems as PHG continues to grow
Important Details
Schedule: Full-Time
About the Company
Pacific Health Group (PHG) is a rapidly growing healthcare organization committed to improving access to care and addressing the social determinants of health through community-based, whole-person services. Its teams work collaboratively across programs and departments to support the individuals and communities it serves. As PHG continues to grow, it is building strong internal systems and leadership infrastructure that allow its teams to operate efficiently, remain accountable, and deliver high-quality services.
Our mission here at Pacific Health Group is to improve the overall health and wellbeing of the communities we serve.
