Ambulatory Operations Administrator I

Operations Management

• Manage operations of assigned clinic sites; ensure compliance with standards of clinical care.
• Maintain accountability for quality, safety, service and operational excellence.
• Collaborate with leadership, nurse manager, medical directors, physician providers and other clinical staff to achieve optimal outcomes and efficient resource utilization.
• Develop, lead, and utilize LEAN, Six Sigma, and PCMH strategies, techniques, and tools for process improvement and patient health care.
• Implement DSRIP projects as appropriate.
• Develop and support processes that engage all staff in the pursuit of operational and service excellence; regularly review patient satisfaction data, analyze opportunities, and involve staff and physicians in improvement plans.
• Implement and maintain a weekly rounding process.
• Monitor and analyze performance improvement and quality data; research best practices across ambulatory services and other organizations to continually improve the patient/family experience.
• Proactively address performance/quality issues, including thorough review with physician leaders for resolution.
• Conduct site staff meetings and participate in provider, practice improvement, and other meetings as needed.
• Maximize capacity and optimize customer service by analyzing and recommending changes in organizational systems and procedures, ensuring patient satisfaction, clinic flow, quality, and financial productivity.
• Manage site activities related to federal and state funding sources and grants, ensuring compliance with associated rules and regulations.

Financial Management

• Monitor and analyze financial and budgetary performance, explaining and justifying actual vs. budget variance.
• Oversee initiation of capital requests and new programs.
• Review department charge master at least annually to capture additional revenue.
• Develop and oversee contracts specific to areas of oversight.
• Manage operational and fiscal activities of the site, including staffing levels, budgets, and financial and operating goals.
• Develop systems and procedures to improve quality and efficiency of operations, meeting productivity and quality goals.
• Partner with the Billing Director to monitor efficiency and effectiveness of billing processes and patient charges.
• Coordinate with affiliate and partner organizations/providers as necessary.

People Management

• Build and lead a high‑performing staff; select and evaluate staff based on their ability to contribute to clinic goals.
• Provide leadership, coaching, support, and training to staff.
• Handle staffing, performance management, professional development, recruitment, and retention.
• In partnership with the Nursing Manager, coach clinical support team on management and people‑leadership practices and ensure compliance with all people‑related policies.
• Hire and supervise staff in accordance with personnel policies, including orientation, training, career development advice, goal setting, performance reviews, coaching, counseling, discipline, and recommending terminations when needed.
• Develop and maintain strong internal and external relationships with Community Care Collaborative, co‑workers, clinical managers, clinical support staff, providers, business office staff, and other partners.
• Interact respectfully and collaboratively with patients and families, striving to develop favorable relationships.

Program Management

• Work with the Operations Director to develop long‑term strategic plans for assigned service lines.
• Collaborate with the Nursing Director and physician leadership to outline yearly goals for clinic sites.
• Participate in planning for program/service development and expansion.
• Prepare an annual evaluation of the service area and proactively identify opportunities to improve the clinic’s competitive position in the community.
• Work with PR on marketing and communication programs as needed.
• Partner with the Project Manager to design, implement, and develop new programs, renovations, and expansions related to the site.
• Ensure all patient‑care and administrative tasks comply with regulatory and accreditation standards, including the Joint Commission, CommUnityCare SOPs, and Travis County Healthcare District policies.

Knowledge, Skills, and Abilities

• Clear, professional verbal and written communication skills, both in person and on the phone.
• Effective project management skills, including planning, organizing, scheduling, prioritizing, and meeting deadlines.
• Ability to represent CommUnityCare positively when interacting with peers, executives, patient families, and vendors.
• Capability to build and lead high‑performing teams, providing clear direction and guidance.
• Sound judgment in decision‑making.
• Quick learning and application of new information, knowledge, and experiences.
• Flexibility and adaptability to change.
• Ability to manage multiple tasks and projects simultaneously and prioritize effectively.
• Strong organizational skills, attention to detail, follow‑through, and commitment to excellence.

Education

• Minimum: Bachelor’s Degree in Business, Health Administration, or a related field.
• Preferred: Master’s Degree in Business, Health Administration, or a related field.

Experience

• Minimum: 3 years of related experience, with at least 2 years in a medical office in a management/supervisory capacity.
• Demonstrated proficiency with healthcare tools and technology (e.g., Microsoft Office Suite, patient record systems, EMR systems).
• Preferred: 5 years of experience in a primary care group practice or integrated care delivery system.
• Knowledge of budget, billing, finance, and managed‑care rules and regulations.
• Previous experience working with a specialty clinic is highly preferred.
• Membership in a professional organization such as MGMA or ACHE, and related certification, is strongly preferred.