EHIP Administrative Supervisor

The Administrative Supervisor provides operational leadership for the Evergreen Health Insurance Program (EHIP), combining direct supervision of EHIP administrative staff (such as the Insurance Coordinator, Quality Analyst, and temporary open enrollment staff) with responsibility for all insurance-premium payment activities. This position ensures clients living with HIV/AIDS remain insured by overseeing payment coordination, maintaining fiscal controls, producing required reports, and leading a high-performing team. The Administrative Supervisor supports the EHIP Senior Program Manager and fosters a culture of accountability, accuracy, and culturally responsive service delivery. This is a regular, full-time, exempt, non-union position.

Essential Duties:

• Premium & Fiscal Management: The Administrative Supervisor oversees and authorizes weekly, monthly, and quarterly premium payments, ensuring eligibility is verified before release. This includes managing the check-printing process, monitoring cash flow, reconciling invoices, and performing audit sampling to uphold rigorous fiscal controls. The supervisor maintains accurate financial data using client databases and accounting tools, tracks receivables and payables with the Department of Health, and prepares financial reports. They are also responsible for investigating and resolving fiscal anomalies.
• Supervision & Staff Development: This position provides direct supervision to the Insurance Coordinator(s), Quality Analyst, and temporary staff hired during open enrollment. Responsibilities include recruitment, hiring, training, scheduling, and performance management. The supervisor conducts regular one-on-one meetings, performance evaluations, and provides coaching or corrective action as needed. They foster an inclusive and collaborative work environment that promotes equity, accountability, and staff growth.
• Program Operations & Quality Assurance: The supervisor ensures all client data and case notes are accurately maintained in the database, supports reporting efforts, and drives continuous quality improvement initiatives. They ensure HIPAA compliance and uphold service standards that reflect cultural responsiveness and client-centered care. Additional duties include managing inventory of office supplies, coordinating mail processing, and verifying insurance documentation.
• Stakeholder Communication & Technical Expertise: As a subject matter expert, the Administrative Supervisor provides guidance on AIDS Drug Assistance Program (ADAP), Early Intervention Program (EIP) enrollment, the Affordable Care Act (ACA) marketplace, COBRA, Medicare, Medicaid, and Washington insurance regulations. They support staff, clients, and community partners by offering accurate, up-to-date information and responding to inquiries. The supervisor also communicates policy updates and program changes clearly and may represent the program in meetings with vendors, funders, or government agencies.

Core Competencies:

• Demonstrated ability to supervise and support diverse teams
• Strong verbal and written communication skills
• High attention to detail and accuracy
• Ability to organize and manage multiple priorities in a fast-paced environment
• Proficiency with Microsoft Office (Excel, Word, Access)
• Working knowledge of MIP or similar accounting software
• Ability to foster inclusive, equitable, and respectful workplace dynamics
• Experience in public speaking, training, and group facilitation
• Capacity to remain flexible and adapt to change
• Commitment to maintaining confidentiality and HIPAA compliance
• Strong interpersonal skills and cultural humility
• Reliable and consistent attendance
• Active participation in team and organizational activities

Education and Experience:

• Bachelor’s Degree, or equivalent combination of related education and work experience
• Minimum of three years of relevant experience in administrative, fiscal, or supervisory roles
• Experience in health insurance, public health, or related fields strongly preferred
• Experience with project planning, implementation, and evaluation
• Understanding of professional boundaries and ethical workplace conduct

Work Environment:

• This is a hybrid position primarily working from Lifelong’s Seattle Georgetown Yards location three days per week, with the option to work remotely up to two days per week when operationally feasible.
• All positions that involve in person work with clients are required to undergo a TB test within 30 days of starting employment and annually, or as required by program.
• Any offer of employment is contingent upon passing a criminal background check.  Some programs may require additional background checks or frequency.

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About Lifelong:

Lifelong is a community health organization committed to removing barriers to health with relentless compassion so that no one faces illness and injustice alone.

We lead with heart. Our respect for people drives our mission. For 40 years, Lifelong has fought health inequities so that everyone can have the opportunity to thrive. Our comprehensive services include food and nutrition, healthcare navigation, aging and disability support, and connection to housing and other vital resources.

We are looking for passionate, dedicated people to join our talented team and make real, meaningful changes in the daily lives of those living with chronic and life-threatening illnesses in their community. Lifelong offers exceptional benefits, including paid time off, medical and dental coverage in addition to a balanced work-life integration.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Lifelong, we are dedicated to building a diverse, equitable, inclusive and authentic workplace, so if you’re excited about this role but your experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

EEO Statement:

Lifelong is committed to creating an accessible, supportive environment and experience that recognizes diversity and cultural competence as integral components of what we do.

We are an Equal Employment Opportunity Employer and as such, we do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

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DISCLAIMER: INTENT AND FUNCTION OF JOB DESCRIPTIONS

Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are an integral part of a compensation system, effective performance review system, related promotion, transfer, layoff, etc. decisions.

All descriptions have been reviewed to illustrate the job functions and basic duties, in addition to peripheral tasks or that could generally be considered as other duties as assigned.

In no instance, however, should the duties, responsibilities and requirements be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Requirements, skills and abilities included have been determined to illustrate the minimal standards required to successfully perform the positions.