Office Manager

Job description

SUMMARY: The Office Manager reports to the Service Line Director of Urology. Oversees the daily non-clinical administrative operations of assigned office(s), and supervises non-clinical office staff. Participates in the creation of office policies and procedures and ensures their implementation, especially in patient service. Trains, schedules, and supervises office staff to ensure adequate clinician support. Works collaboratively with the billing team to ensure staff compliance with billing requirements to maximize revenue collection. Participates in implementing new programs and makes recommendations for change to promote office efficiency and effectiveness. Works in Urology across Brown University Health. Brown University Health employees are expected to successfully role model the organization’s values of Compassion, Accountability, Respect and Excellence, as these values guide our everyday actions with patients, customers and one another. In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include: Instill Trust and Value Differences Patient and Community Focus and Collaborate In addition, our leaders will demonstrate an aptitude for: Ensure Accountability and Build Effective Teams Drive Vision and Purpose and Optimize Work Processes By applying core and leadership competencies, leaders help Brown University Health achieve its strategic goals. RESPONSIBILITIES: Develops and maintains working knowledge of outpatient medical practice to maximize operational effectiveness. Participates in overall planning of office activities to accomplish the practice’s mission and long and short-term goals. Administrative Support: Provide comprehensive administrative support to Dr. Pareek and William, including but not limited to scheduling and coordinating meetings, events and managing complex calendars. Act as a key liaison among teams, facilitating effective communication through email and Teams to ensure seamless collaboration. Financial Oversight: Monitor and manage financial activities across 18 urology accounts, including research funds. Ensure compliance with financial policies by meticulously tracking expenses and maintaining accurate records. Executive Correspondence: Oversee all Visiting Professors correspondence, including invitations, itineraries, and arrangements for dinners, hotels and travel. Ensure all details are organized and executed flawlessly. Recruitment Coordination: Manage scheduling and correspondence for recruitment activities, including invitations and itineraries for Advanced Practice Providers (APPs) and Attendings. Facilitate all logistics related to recruitment dinners, hotel accommodations, and travel. Payroll Management: Handle payroll processing and scheduling for 9 APP’s, including preparation for special pay vouchers to ensure timely and accurate compensation. Management Duties: Supervise and manage the administrative duties of Carol and Sheryl, including their payroll and scheduling tasks, ensuring alignment with department goals. Backup Support: Provide backup administrative support for fellowship and residency programs, ensuring continuity in operations and services. Financial Requests: Compose and submit all check request and employee reimbursements for the department, streamlining financial processes to enhance efficiency. Parking Coupons: Monitor and replenish financial accounts for parking coupons for Dudley St. Clinic, ensuring compliance with clinic policies. Men’s Health: Prepare check requests and special pay vouchers for 3 employees within the Men’s Health division, ensuring accuracy in financial documentation. Graduation Coordination: Plan and coordinate the annual Residency and Fellowship graduation events, managing all logistical details for a successful celebration. Newsletter Creation and Distribution: Develop and disseminate a quarterly urology newsletter, sharing departmental updates and insights with both internal and external audiences. This publication serves as a valuable platform for fostering knowledge and encouraging donations to the department. Participates in or leads various assigned projects as necessary. Advises director of actual or potential problems related to regulatory compliance. Implements approved programs to ensure compliance. Performs other related duties as required. MINIMUM QUALIFICATIONS: BASIC KNOWLEDGE: Graduate of an accredited medical business education program or equivalent experience required. Minimum high school diploma. Bachelor’s degree in management, business administration, or health care administration preferred. EXPERIENCE: Two years related experience in the management or administration of a physician practice or hospital outpatient department. Demonstrated ability to manage office operations and supervise staff effectively. Excellent communication and interpersonal skills. Strong working knowledge of computer business applications. WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS: Work is performed in an outpatient medical office setting requiring extensive sitting, standing, and walking. INDEPENDENT ACTION: Functions independently within established guidelines. Works in collaboration with the director. SUPERVISORY RESPONSIBILITY: Supervision of 2 or more team members Pay Range: $53,060.80-$87,547.20 EEO Statement: Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment. Location: LPG-Cranston-1500 Pontiac Ave - 1500 Pontiac Avenue Cranston, Rhode Island 02920 Work Type: 8 - 5 Work Shift: Day Daily Hours: 8 hours Driving Required: No