Clinical Office Manager
Job Description
What You’ll Do
- Perform diverse administrative duties to maintain the seamless operation of Dr. Aimee’s schedule and daily commitments.
- Take on additional responsibilities, such as rooming patients, teaching injection instructions, billing patients, and tackling whatever comes your way. No job is too big or small for you.
- Assist with preparing the clinic’s daily schedule and verifying it for accuracy.
- Find opportunities to optimize the office’s daily operating rhythm, focusing on efficiency, accuracy, and quality patient care.
- Organize and optimize the office space to maximize productivity and operability.
- Supervise and guide our support staff in their daily work (i.e. receptionists, medical assistants, and medical records coordinator).
- Create and manage employee schedules.
- Assist our HR lead with onboarding new employees, regular employee 1-1s, performance reviews, and team-building activities.
- Foster a culture of operational excellence, skill advancement, and continuous improvement by encouraging team members to take extreme ownership of their functions.
- Ensure that office facilities and equipment are well-maintained, safe, and in top working order.
- Manage the procurement of office and medical supplies, furniture, equipment, and other resources needed for day-to-day operations. Keep track of inventory and reorder supplies as necessary.
- Oversee the maintenance of office technology infrastructure, including internet connectivity, phone systems, and other IT-related components. Work with our IT specialist to troubleshoot issues.
- Implement and oversee safety protocols to ensure a secure and healthy work environment.
- Collaborate with vendors and service providers while overseeing service quality and timeliness.
- Supervise cleaning and janitorial services to maintain a clear and hygienic workplace.
- Continuously assess and streamline office operations to improve efficiency.
- Collaborate with our leadership team to identify and propose solutions for bottlenecks, confusion, and inefficiencies.
- Implement and improve existing SOPs and templates to ensure consistent and productive workflows.
What You Bring
- Ability to adapt in a fast-paced, growing environment.
- 5+ years of relevant experience as a hands-on Clinical Office Manager.
- Experience managing a team preferably in a healthcare environment.
- Excellent written and verbal communication skills — you communicate clearly and warmly.
- A proactive, problem-solving attitude with a focus on finding solutions rather than dwelling on challenges.
- Strong attention to detail.
- Emotional maturity to handle uncertainty and make quick decisions with limited resources and data.
- Commitment to continuously learning, improving, and refining your skills.
- You’re a team player. The phrase “That’s not my job” is not in your vocabulary, instead you’re always ready to ask, “How can I help?” and jump in.
- You care deeply about your work, team members, and the well-being of the company.
- You want to make an impact — finding ways to add value, improve efficiencies, and provide excellent patient care.
The Details
- You’ll work during our operating hours. Our office hours are from Mon-Fri, 7:30am-4pm, and Sat-Sun from 8am-11am.
- This is an in-office position at our San Ramon location (94583), so a reliable commute is a must.
- Paid health, dental, and vision insurance, PTO, and a 401(k).
