Assistant Manager, Operations

Essential Functions

• Affords assistance with staffing (minimum 50%), scheduling, and flow of the clinic to ensure a safe environment and quality patient care.
• Assists with planning, directing, organizing, and coordinating the clinical and administrative activities of the clinics.
• Responsible for payroll and overtime as assigned.
• Covers staff requests for time off as assigned.
• Oversees and manages all inventory and purchasing.
• Affords assistance with completion of annual evaluations and counseling or disciplinary processes/corrective action at the verbal or written level.
• Attends meetings as required.
• Conducts monthly staff meetings in the absence of the Operations Manager.
• Works collaboratively with Operations Manager to disseminate information from meetings with management to staff at clinic.
• Collaborates with providers concerning operations and reports up to appropriate TN ONC leadership.
• Supports and communicates TNONC strategic goals and priorities to staff as requested.
• Evaluates need for and effectively leads process improvement/process change projects and new and/or current initiatives.
• Routinely reviews reports/audits results, etc. as assigned to ensure that key performance indicators are met.
• Holds team leads and staff accountable.
• Works with Operations Manager to enhance 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.
• Affords assurance that 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

• 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 effectively communicate and establish collaborative relationships with physicians, patients, clinical and administrative staff, and the public.
• 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 and procedures.
• Ability to organize, delegate and supervise.
• Ability to recognize, evaluate and solve problems.
• Ability to plan, implement and manage multiple projects simultaneously.
• Ability to use proper grammar, spelling, punctuation and sentence structure to answer correspondence and prepare reports.
• Strong organizational skills and attention to detail.
• High level of discretion to work with confidential information.
• Proficient in the use of computer applications regarding productivity (MS Word, Excel, Outlook), database and patient scheduling and other medical information systems.
• Ability to operate various type of office equipment.

Physical Requirements

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