Administrative Supervisor

Administrative Supervisor

at Canopy Roots + Canopy Mental Health & Consulting

The Administrative Supervisor leads the administrative team supporting Canopy Roots and Canopy Mental Health & Consulting. This role is responsible for creating a positive, welcoming, and consistent experience for clients while ensuring administrative operations effectively support our direct service programs. The supervisor provides day-to-day leadership to Administrative Coordinators and Client Engagement Specialists and helps ensure organizational processes run smoothly so we can effectively serve the community in alignment with our values. This position reports to the Business Operations Manager.

Job Details

• Start Date: As soon as possible
• Location: Minneapolis and Richfield, MN, In-person
• Hiring Salary Range: $68,000-$78,00 per year, depends on qualifications and experience
• Hours/Days: Monday-Friday, 40+ hours a week – including evenings, and weekends when necessary. (Most work falls roughly between the hours of 9:00am-5:00pm)
• Job Type: Full-time Exempt

Key Responsibilities

Administrative Team Leadership

• Lead and support a team of Administrative Coordinators and Client Engagement Specialists, fostering a collaborative, responsive, and client-centered environment
• Provide coaching and day-to-day leadership to ensure administrative staff are equipped to deliver a welcoming, professional, and supportive experience for clients and clinicians

• Promote cross-training and shared knowledge across administrative roles to ensure consistent service, team flexibility, and reliable coverage for key client-facing functions
• Participate in hiring, training, and performance development of administrative staff, including conducting annual performance reviews and addressing performance concerns when needed
• Ensure consistent and reliable administrative coverage during business hours and provide direct operational support by performing the duties of Administrative Coordinators and Client Engagement Specialists when staff are unavailable, including front desk operations, phone coverage, scheduling, client communication, and other administrative responsibilities necessary to maintain smooth program and service operations

Client Experience & Service Delivery

• Prioritize high-quality client experience, ensuring interactions with our administrative team reflect Canopy's values and norms
• Support efficient and welcoming client intake and scheduling processes, helping clients access services smoothly and with clear communication
• Respond to and triage inquiries from clients, community members, and partners across phone, email, and other communication channels
• Coordinate with clinicians and the Clinical Manager to ensure scheduling processes meet the needs of both clients and service providers, including arranging interpretation services as needed
• Maintain close communication with the Clinical Manager regarding administrative issues that may impact clinical operations, ensuring timely information sharing and coordination across teams

Administrative Systems & Operations

• Develop and refine administrative workflows, policies, and procedures that improve efficiency, accessibility, and the overall client experience
• Identify opportunities to strengthen administrative systems so they better support the work of Canopy's direct service programs
• Support Canopy's purchasing procedure, supervising administrative staff responsible for tracking inventory and preparing purchase requests
• ​​Regularly monitor key client experience metrics (such as call response times, scheduling timelines, and client feedback), ensuring insights are visible to the team and support shared accountability for a positive client experience
• Communicate trends and opportunities for improvement with the administrative team and leadership, helping foster a culture of continuous learning and service excellence
• Contribute to special projects and additional duties that support the effective operation of Canopy programs and services

Data & Administrative Operations

• Maintain and manage the Zoho client database, tracking the client lifecycle from initial inquiry through service engagement
• Analyze and share data insights to inform customer service practices, program support, and resource planning
• Ensure accurate documentation and information management across administrative systems

Client Support & Billing Coordination

• Partner with the billing team to support clear communication with clients around insurance eligibility, payments, and billing processes
• ​​Oversee administrative client support processes, including client feedback surveys, records requests, release of information documentation, and accurate entry of records into the EHR

Office Operations & Technology Support

• Coordinate administrative aspects of office operations across locations, including record keeping, workspace logistics, supplies, and maintenance needs
• Support onboarding and offboarding tasks related to office technology and communication tools
• Coordinate or support planning and logistics for company events, staff gatherings, or organizational celebrations in collaboration with leadership and administrative staff.

Compliance & Confidentiality

• Maintain strict adherence to HIPAA and confidentiality standards, including participation in required annual training and ensuring administrative processes protect client privacy
• Ensure administrative staff are appropriately trained on confidentiality and related compliance requirements, and that team processes consistently uphold these standards
• Support compliance needs related to administrative operations in collaboration with appropriate stakeholders, including areas such as privacy practices, office safety, and operational standards

Requirements

While we have identified specific requirements for this role, we acknowledge that not all candidates may possess every requirement listed. We encourage all applicants who believe they possess the necessary skills and experience to perform the role satisfactorily to apply, regardless of whether they meet each requirement to the fullest extent.

Required Qualifications:

• High school diploma or equivalent education
• Minimum 1 year of leadership experience, including direct supervision and/or team leadership responsibilities
• Minimum 2 years of administrative assistant/coordinator experience
• Experience working in health care or human services
• Passionate and knowledgeable about multiculturalism and equitable healthcare access
• Knowledgeable of the social and economic challenges of the communities that Canopy serves
• Valid driver's license and current automobile insurance

Preferred Qualifications:

• Practical experience working with psychiatry services
• Experience motivating, mentoring, and developing remote teams
• Associate degree or higher in business administration, psychology, human services, criminal justice, behavioral sciences, or other related fields
• Leadership or supervisory experience
• Knowledge of Google Workspace, Adobe Acrobat, and Zoho

Physical Requirements

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copy machines and filing cabinets. This role must be able to remain in a stationary position 50% of the time.

About Canopy

Canopy is a values-based mental health organization committed to centering Black, Indigenous, People of Color (BIPOC) and other historically marginalized and underrepresented communities. We are composed of two sister organizations: (1) Canopy Mental Health & Consulting, and (2) Canopy Roots. The Contract Consultant will work with both organizations.

Canopy Mental Health & Consulting (MHC) provides high-quality outpatient psychotherapy and psychiatric services with purpose and integrity. We provide culturally affirming therapy services for historically underserved and marginalized communities in Minnesota. Our services are available in-person in Minneapolis and Richfield and via telehealth statewide.

Canopy Roots is an innovative mental health organization offering culturally affirming unarmed first responder services to people in crisis via 911 in the city of Minneapolis. We promote safety for people in crisis by providing emotional de-escalation strategies, crisis intervention support, and connection to appropriate resources. Crisis Responders are members of the communities they serve, reflecting the wide range of cultural and racial identities and experiences of the people who need our services the most.

Benefits

We care deeply about our employees and know holistic support is essential for our staff to carry out their work. Our generous employment package includes Canopy-sponsored health, dental, and vision insurance options, employer-paid short-term disability insurance, life insurance and AD&D, Flexible Spending Account (FSA), Sick and Paid Time Off accrual,10 Paid Holidays, and 401k retirement plan with employer match.

Workplace Culture

Canopy Roots and Canopy MHC is a values-based, inclusive workplace that strives to create a space where our 90+ employee's unique talents, learning styles and lived experiences are valued. Creating an engaging work environment is an essential part of our culture. We uphold this commitment through staff surveys and professional development.

Our Hiring Process

Our human resources team is committed to a person-first centered approach to our hiring process. Candidates can view currently open positions and apply online via canopyrootsmn.com/about/careers. For all positions, our hiring process includes a virtual screening interview and in-person panel interviews, reference checks and background checks for final candidates. All responder candidates must be fingerprinted and reviewed by the BCA and FBI.

Persons of color, women, members of the LGBTQ community, veterans, and individuals with disabilities are strongly encouraged to apply. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to the Human Resources team at careers@canopyroots.com. At this time, we are unable to provide company sponsored visas and are only considering candidates who are eligible to work in the United States.

The above statements are not intended to encompass all functions and qualifications of the position. Rather, they are intended to provide a general framework of the requirements of the position. Employees may be required to perform other functions not specifically addressed in this job description.

P.S. Please take the necessary steps to allow emails from the Canopy (@canopyrootsmn.com) and Paycor (@paycor.com) domains so that you receive all emails related to your application process. Also, please make sure to check your spam folder as emails from Canopy and/or Paycor can be marked as spam.