Office Administrator/Manager

Office Administrator/Manager

Overview A multi-location healthcare practice with nine providers and thirty staff members is seeking a full-time Practice Operations Manager. The practice operates daytime consultations and evening diagnostic procedures. This role is ideal for a candidate eager to take initiative and contribute to a dynamic team environment.

Comprehensive training will be provided by senior leadership and department managers, both remotely and in person.

Position Summary The Practice Operations Manager oversees all administrative and operational aspects of the organization. This includes human resources, financial oversight, vendor management, compliance, and strategic planning. The successful candidate will demonstrate strong leadership, communication, and problem-solving skills..

Key Responsibilities

Human Resources & Administration

• Manage recruitment, onboarding, performance evaluations, and disciplinary actions.
• Administer payroll and 401(k) programs, including bi-monthly reporting.
• Maintain compliance with labor laws and update employee handbook accordingly.
• Supervise day and night managers to ensure operational consistency.
• Establish and enforce internal policies to optimize workflow and staff performance.

Financial & Vendor Management

• Analyze financial metrics including income, expenses, and provider productivity.
• Review patient accounts and manage aging reports.
• Coordinate annual tax filings for city and county obligations.
• Negotiate vendor contracts and oversee service agreements.
• Identify cost-saving opportunities and enhance operational efficiency.
• Liaise with IT support and external business partners for issue resolution.

Compliance & Technology

• Ensure adherence to regulatory standards including PCI compliance and MIPS reporting.
• Collaborate with external software vendors to resolve technical issues and maintain accurate reporting.
• Oversee technology infrastructure including telecommunications and office equipment.
• Manage malpractice insurance for new and existing providers.

Strategy & Communication

• Lead administrative meetings and prepare relevant materials.
• Maintain regular communication with partners on operational matters.
• Compile and analyze data for quality assurance reporting.
• Draft contracts for partnerships, employment agreements, and other business needs.
• Continuously evaluate and improve operational workflows and technology systems.