Job Description

Job Description

Job Description:\n\nDescription: Job Title: Administrative Manager Job Family: Professional Non-Clinical Department: Administration Reports to: Chief Executive Officer Classification: Non-Exempt Status: Full-time OUR MISSION We pursue excellence in the delivery of professional, compassionate, and complete eye care. OUR VALUESEmpathy | Understand others’ feelings and perspectives.Extend Grace | Show kindness, compassion, and understanding.Desire to Help People in Need | Strong sense of social responsibility. Desire to Work | Perform your job to the best of your abilities.Invest in Yourself | Never stop learning.Benefit of the Doubt | Foster positive relationships and interactions. POSITION SUMMARY The Administrative Manager (AM) encompasses several key areas, including marketing, patient experience, employee engagement, project coordination, executive administration, provider support, personnel administration, office maintenance and security, and regulatory compliance. Reporting to the Chief Executive Officer, the AM works closely with the Administrative Leadership team and Board of Directors. Committed to the company’s strong learning culture, the AM occupies a unique space at Fogg Remington EyeCare, ensuring timely and accurate execution of a range of administrative and operational responsibilities and is expected to provide proactive and self-directed leadership. As the AM works directly with the board of directors and executive staff on a range of business initiatives this position requires a great detail of discretion and maintaining confidentiality. The AM must be detail-oriented, have strong organizational skills and analytical capabilities, and must be an energetic and eager learner, willing to constantly adapt and explore new technologies and work methods. ESSENTIAL FUNCTIONS, DUTIES, and RESPONSIBILITIES Project CoordinationOversee project communications to ensure clear and consistent information flow.Plan and organize project meetings, including scheduling, preparing agendas, and taking minutes.Manage project timelines to ensure deadlines are met.Coordinate project activities and resources to support project goals.Monitor project progress and provide regular updates to stakeholders.Assist in the preparation of project reports and documentation.Identify and resolve any issues or obstacles that may arise.Collaborate with team members to ensure successful project delivery. MarketingSocial Media & Online Reputation ManagementDevelop and implement content for relevant social media platforms (e.g., Instagram, Tik Tok, LinkedIn, Facebook, X, etc.) that increases patient engagement, promote services, enhances brand awareness.Create graphics, videos, infographics, and written posts that provide relevant, engaging patient education/information, highlight the medical groups staff and culture, and position the medical group as leaders in optometry and ophthalmology.Use social media analytics tools to track key performance indicators (KPIs) such as engagement rates, follower growth, and website traffic. Adjust strategies based on data insights to improve performance, including manage paid social media advertising campaigns to increase reach and maximize ROI.Online Reputation ManagementTrack and monitor social media conversations about the medical group, addressing any concerns or issues raised by the community. Respond promptly and professionally to comments, messages, and inquiries from patients and followers.Foster a positive and supportive online community. Identify and report any misinformation or negative comments to the appropriate department for resolution.Collateral development: Working with relevant internal staff (administrative leadership, providers, other designated staff), create, manage and maintain all relevant collateral (e.g., operational forms, patient education, flyers, brochures, etc.).Website and online advertising: Working with relevant external partners, manage company website, including SEO, creation of lead-qualification for special/elective services, and online advertising. Patient ExperienceManage the Qualtrics Patient Experience survey platform.Collect, analyze, and interpret patient feedback data. Analyze and report at department, site, and provider-specific levels of analysis.Working with administrative leadership and providers, address patient concerns and resolve issues promptly.Collaborate with administrative leadership and providers to ensure consistent and high-quality patient interactions.Develop and implement strategies to improve patient experience, including the identification and/or development of relevant training materials.Monitor and report on key performance indicators related to patient experience.Working with the clinic manager and other key stakeholdres, ensure compliance with reporting related to Merit-based Incentive Payment System (MIPS). Employee Engagement & RecognitionDevelop and implement employee engagement strategies, including the development and management of an annual budget.Manage the annual employee experience survey, including distribution, data analysis, and action planning.Plan and coordinate small and large employee events (e.g., “spirit days”, offsite optional events/day trips, special recognition opportunities, annual employee recognition events, etc.)Develop and implement a company-wide employee recognition program.Collect and analyze employee feedback through various tools.Promote a positive and inclusive workplace culture.Collaborate with management to improve employee satisfaction and retention.Monitor and report on key engagement metrics. Provider SupportProvider SchedulingOversee all aspects of provider time off, ensuring timely and accurate communications related to time off and appropriate coverage when necessary.Manage MD On-Call schedule.Ensure provider schedules are pubished in all relevant locations in a timely fashion, including Outlook, intranet, NextGen, etc.Coordinate optometrist Saturday schedule. Provider CredentialingWorking with designated staff, develop and maintain provider (re)credentialing standard practices (initial onboarding and ongoing maintenance).Maintain provider CVs and CME records.Transcribe and distribute personal and practice correspondence as requested.Coordinate the pick-up and delivery of provider supplies, uniforms, etc., as necessary. Personnel AdministrationNew Employee Onboarding: Ensure all relevant paperwork and processes are adhered to for new employees. Coordinate first day orientation, including facility tours, administrative leadership and provider introductions, department-specific tutorials and regulatory/compliance training, performance expectations, uniform, etc.Employee Support and Training: Coordinate, order, and distribute new uniform/clothing items for employees.Coordinate annual activities, including flu shot injections, annual compliance trainings, administrative communications. Executive AdministrationCoordinate and plan executive, practice management, other meetings as necessary.Maintain documentation of all required meeting minutes.Manage patient dismissal process, ensuring all investigatory and documentation procedures are adhered to.Run errands as needed by administration and practice partners.Maintain a master phone list of all offices.Manage inventory and orders for office supplies for each office.Coordinate shipments, pick-ups, and deliveries. Regulatory Compliance and ConfidentialityCoordinate and maintain HIPAA-related activities, including office tours, manual reviews, quizzes, and form updates.Coordinate, track and report on company-wide required annual trainings, including but not limited to HIPPA, OSHA, CPR certification, other professional/technical competencies, etc.Ensure that HIPAA privacy policies are clearly understood and followed.Complete monthly security risk chart audits.Check fire extinguishers monthly, sign off on tags, and coordinate yearly servicing.Coordinate backflow testing for designated offices. Office Maintenance and SecurityCoordinate office repairs and building maintenance for all offices.Serve as the contact person for janitorial and carpet cleaning issues.Issue door codes to staff for keyless entry and maintain access logs.Test exit signs monthly, repair or replace them as needed, and maintain a maintenance log. General Duties and RequirementsPresent a positive view of FRE to the community.Protect company assets.Support all co-workers and treat them with dignity and respect.Support the team to reach common goals. Be able to think and act quickly and efficiently in emergencies.May be scheduled to work at different locations as necessary, reporting to the location at beginning of the day.May drive on company business.Must have valid California driver’s license (required).Has not been sanctioned or excluded from participation in federal or state healthcare programs by a federal or state law enforcement, regulatory, or licensing agency.Maintain confidentiality by safeguarding ePHI and demonstrating HIPAA compliance to our patients.Comply with all FRE policies and procedures, including but not limited to workplace safety, reporting work-related injuries, Infection Control, and preventing potential safety risks for staff, clients, and others.Punctual and regular attendance is an essential responsibility of each employee at FRE. Employees are expected to report to work as scheduled, on time, and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure, or other absences from scheduled hours are disruptive and must be avoided.Other duties as assigned. Please note that this job description is not designated to cover or contain a comprehensive listing of activities, duties, or responsibilities required for the employee. Duties, responsibilities, and activities may change at any time, with or without notice.Requirements: EDUCATION and EXPERIENCE EducationBachelor’s degree in Marketing, Communications, Healthcare Administration, Business Administration, Human Resources, or a related field.3-5 years of experience in related functional areas is also accepted in lieu of a degree. ExperienceTwo years of experience as an administrative assistant or similar is a plus, especially for executives and/or physicians.3-5 years of experience in healthcare marketing, patient experience management, employee engagement, project coordination, or a related field (preferred).Proficiency in graphic design software (e.g., Canva, Adobe Creative Suite) and video editing tools.Experience in the healthcare industry, specifically within optometry and ophthalmology practices (preferred).Background in collecting, analyzing, and interpreting patient feedback data. KNOWLEDGE, SKILLS, and ABILITIESAbility to maintain confidentiality and act with discretion.Ability to analyze data and develop actionable insights.Strong proficiency with Microsoft Word, Excel, PowerPoint, Outlook.Excellent interpersonal skills and the ability to communicate effectively with different audiences.Strong written and verbal communication.Ability to gracefully assist unhappy customers.Ability to interact and work effectively with co-workers, clients, guests, volunteers, and others.Cultural sensitivity and demonstrated ability to work with diverse people groups.Strong attention to detail and accuracy.Time management and organizational skills: prioritizing tasks, meeting deadlines, and staying organized.Problem-solving skills: Analyzing complex problems, developing creative solutions, and making sound decisions. WORK ACTIVITIES, STYLES, and REQUIREMENTS FRE Standards of Patient CareRespect: Treat all patients with respect and dignity.Communication: Communicate clearly and effectively with patients and their families.Safety: Ensure the safety of all patients and staff.Quality: Provide quality care and services to all patients.Privacy: Respect the privacy of all patients and their families.Accessibility: Ensure all patients can access the care and services they need. Environmental ConditionsIndoors in a typical office environment approximately ninety-five percent (95%) of the time.Frequent computer use at the workstation for up to two hours. Frequently work at a fast pace with unscheduled interruptions.May occasionally move (walk or drive) from one work location to another. Physical DemandsUse one or two hands to grasp, move, handle, control, feel, and assemble objects, tools, or controls.Use fingers to grasp, move, or assemble very small objects.Ability to walk, sit, stand, stoop, crouch, and climb stairs.Ability to move and lift up to 10 pounds.See the differences between colors, shades, and brightness.Visual acuity (Far/Near).Regular and consistent attendance. Changes: This job description will be updated if duties and responsibilities change significantly. Job functions are subject to modification based on business necessity. ADA/FEHA: Fogg Remington EyeCare will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and California's Fair Employment and Housing Act. EEO: Fogg Remington EyeCare is an equal-opportunity employer. All aspects of employment, including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Tags

Similar Jobs