Assistant Office Manager

Responsible for assisting Office Manager with personnel, clerical, housekeeping, and maintenance functions at a specific office location(s). Delegate and assign duties to assigned employees. Advise, aid, and seek consent from Office Manager to coordinate and manage the activities of the assigned office location. Manage staff time and attendance, schedules; implement tasks/processes as directed by the Office Manager; Responsible for supply orders for assigned locations, being fiscally responsible in purchasing; audit processes for improvements; recommends new workflows; delegated reports by the Office Manager.

KPA 1 – Operations Management and Process Improvement

• Responsible for assisting with operations on-site in concurrence with corporate policies. Will consult with office manager and other areas such as, laboratory, managed care, human resources, and business office to ensure good working relationship.
• Establish work procedures and processes that support company and departmental standards, procedures, and strategic directives.
• Provide continual evaluation of processes and procedures. Responsible for suggesting methods to improve area operations, efficiency, and service to both internal and external customers.
• Supervise the flow of patients through the clinic or assigned areas. Review all schedules for the clinic in advance and make necessary changes to ensure good patient flow.
• Supports the entire clinic in the absence of the Office manager. May have delegated tasks assigned in workday to support Office Manager i.e. time and attendance.
• Keep leader promptly and fully informed of all problems or unusual matters of significance and takes prompt corrective action where necessary or suggests alternative courses of action that may be taken.

KPA 2 – Staff Supervision and Development

• Responsible for training the assigned team members and ensuring that they have the appropriate and necessary resources to perform their job duties.
• Participate in selection and training of new team members in collaboration with manager and Clinical Nurse Manager.
• Recommend salary adjustments, transfers, promotions and dismissals and submit information to Regional Director.
• Completes bi-weekly payroll and approves time-off requests in a fair manner while ensuring adequate staff to maintain work productivity.

KPA 3 – Facility and Resource Management

• Responsible for monitoring office supply inventory and placing monthly supply orders.
• Ensure that a high level of cleanliness and safety exists in the facility at all times. Take necessary steps to ensure the buildings and grounds are in good operating condition.
• Provide back up to the front office staff on an as needed basis.

KPA 4 – Compliance and Confidentiality

• Maintain and ensure the confidentiality of all patient and employee information at all times.
• Comply with all Federal and State laws and regulations pertaining to patient care, patients' rights, safety, billing, and collections.
• Adhere to all Company and departmental policies and procedures, including IT policies and procedures and disaster recovery plan.