Assistant Manager, Operations

About the Role

Management position responsible for assisting with the overall day-to-day operation of the clinic, including front office, lab, and clinical teams. The Assistant Operations Manager collaborates with the Operations Manager to provide leadership, staff oversight, training, and development while managing key functions and processes to ensure high-quality patient care. This role supports and adheres to Tennessee Oncology’s mission, vision, and values and assumes responsibility for the entire scope of the Operations Manager’s duties in their absence.

Responsibilities

• Assists with staffing (minimum 50%), scheduling, and clinic flow to ensure a safe environment and quality patient care.
• Plans, directs, organizes, and coordinates clinical and administrative activities of the clinic.
• Manages payroll and overtime as assigned.
• Coordinates review, approval, and coverage of staff time-off requests.
• Oversees and manages inventory and purchasing.
• Completes annual evaluations and handles counseling, disciplinary processes, or corrective action at the verbal or written level.
• Attends required meetings and conducts monthly staff meetings in the absence of the Operations Manager.
• Disseminates information from management meetings to clinic staff in collaboration with the Operations Manager.
• Collaborates with providers on operations and reports to appropriate Tennessee Oncology leadership.
• Communicates Tennessee Oncology’s strategic goals and priorities to staff as requested.
• Leads process improvement and change initiatives, reviewing reports and audit results to ensure key performance indicators are met.
• Holds team leads and staff accountable for performance.
• Works with the Operations Manager to enhance operational effectiveness, emphasizing cost containment, high-quality patient care, and patient/employee satisfaction.
• Fosters an environment of trust, integrity, open communication, teamwork, and respect.
• Establishes a culture of accountability, praise, and recognition.
• Ensures effective bidirectional communication between the clinic and upper-level management.
• Delegates tasks to team leads/staff and follows up on completion.
• Rounds on staff and patients with the Operations Manager to solicit feedback and offer support.
• Maintains competencies to fill in for staffing as needed.
• Ensures timelines and deadlines are met by self and supervised staff.
• Investigates and resolves patient/staff events in a timely manner.
• Collaborates with external parties interacting with the clinic, including vendors, contractors, and building maintenance.
• Assists with outside vendor requirements such as building maintenance, supply companies, property management, cleaning services, phone & cable services, and equipment needs/repairs.
• Performs other duties as required.

Requirements

• Minimum of 1 year of experience, preferably in an outpatient medical practice or with Oncology/Hematology knowledge.
• Previous supervisory experience preferred.
• High School Diploma or equivalent required; Associate Degree or higher preferred.
• Experience with healthcare clinic policies and procedures preferred.

Skills

• Ability to communicate with a diverse group of individuals with various degrees of training and education.
• Excellent written and verbal communication skills with the ability to establish collaborative relationships with physicians, patients, clinical and administrative staff, and the public.
• High level of customer service ethics, including the ability to process patient and public inquiries, complaints, and respond with poise and efficiency.
• Ability to react calmly and effectively in emergency situations.
• Knowledge of clinic office procedures, medical practice, and medical terminology.
• Knowledge of organizational policies, procedures, systems, and objectives.
• Ability to interpret, adapt, and apply guidelines and policies.
• Strong organizational, delegation, and supervision skills.
• Ability to recognize, evaluate, and solve problems.
• Ability to plan, implement, and manage multiple projects simultaneously.
• Proficiency in using proper grammar, spelling, punctuation, and sentence structure for correspondence and reports.
• Strong attention to detail and discretion with confidential information.
• Proficient in computer applications such as MS Word, Excel, Outlook, database, patient scheduling, and other medical information systems.
• Ability to operate various types of office equipment.
• Builds positive relationships and fosters a strong sense of teamwork and purpose.

Physical Requirements

• Must be willing and able to lift up to 50 pounds.
• Must be willing to travel to satellite clinics when necessary.