Assistant Manager, Operations

Essential Functions

• Affords assistance with staffing, scheduling, and clinic flow to ensure a safe environment and quality patient care.
• Directs, organizes, and coordinates clinical and administrative activities of the clinics.
• Oversees payroll and overtime assignments as assigned.
• Coordinates the review, approval, and coverage of staff requests for time off.
• Supervises inventory and purchasing.
• Completes annual evaluations and counseling or disciplinary processes/corrective actions at the verbal or written level.
• Attends meetings as required.
• Conducts monthly staff meetings in the absence of the Operations Manager.
• Collaborates with providers concerning operations and reports to appropriate TN ONC leadership.
• Supports and communicates TNONC strategic goals and priorities to staff as requested.
• Evaluates the need for and effectively leads process improvement/process change projects and new and/or current initiatives.
• Routinely reviews reports/audits results to ensure that key performance indicators are met.
• Holds team leads and staff accountable.
• Enhances operational effectiveness, emphasizing cost containment, high quality patient care, and patient/employee satisfaction.
• Creates and maintains an environment of trust, integrity, open communication, teamwork, and respect.
• Establishes a culture of accountability and praise and recognition.
• Ensures effective bidirectional communication between the clinic and upper level management.
• Delegates to and follows up on delegated tasks to team lead/staff.
• Rounds in conjunction with Operations Manager on staff and patients in clinic, soliciting feedback on needs and offering support as needed.
• Maintains competencies to be in staffing as needed.
• Affirms timelines and deadlines are routinely met by self and supervised staff.
• Investigates and resolves patient/staff events in a timely manner.
• Works collaboratively with others who interact with the clinic as well as with vendors, contractors, and building maintenance.
• Affords assistance with outside vendor requirements such as building maintenance, supply companies, property management, cleaning services, phone & cable services as well as all equipment needs and repairs.

Knowledge, Skills & Abilities

• Communicates with a diverse group of individuals with various degrees of training and education.
• Exhibits excellent written and verbal communication skills with the ability to effectively communicate and establish collaborative relationships with physicians, patients, clinical and administrative staff, and the public.
• Displays high level of customer service ethics with courteous demeanor and the ability to process patient and public inquiries, including complaints, and respond with poise and efficiency.
• Responds calmly and effectively in emergency situations.
• Knows clinic office procedures, medical practice, and medical terminology.
• Understands organizational policies, procedures, systems, and objectives.
• Interprets, adapts, and applies guidelines and policies and procedures.
• Organizes, delegates, and supervises.
• Solves problems.
• Plans, implements, and manages multiple projects simultaneously.
• Uses proper grammar, spelling, punctuation, and sentence structure to answer correspondence and prepare reports.
• Shows strong organizational skills and attention to detail.
• Demonstrates high level of discretion to work with confidential information.
• Is proficient in the use of computer applications regarding productivity (MS Word, Excel, Outlook), database, and patient scheduling and other medical information systems.
• Operates various types of office equipment.

Physical Requirements

• Willing and able to lift up to 50 pounds.
• Willing to travel to satellite clinics when necessary.