Assistant Manager, Office (32245)

Position Summary

The Assistant Office Manager is responsible for supporting the Site Manager in overseeing the daily administrative, operational, and clinical functions of assigned Urology Austin locations in the South Market. This role ensures efficient site operations, regulatory compliance, positive staff engagement, and high-quality patient care. The Assistant Office Manager plays a vital role in driving site-level excellence while upholding the mission and values of the organization. The Assistant Office Manager serves as an on-site operational leader, supporting team accountability, reinforcing policies and procedures, and maintaining a professional, compliant, and patient-centered environment consistent with Urology Austin's standards of care.

Job Relationships:

• Reports to the Site Manager.

• Partners closely with Clinical Leadership, Front Office Leadership, Human Resources, Revenue Cycle, Compliance, and IT.

• Collaborates with physicians and advanced practice providers to support operational efficiency and patient flow.

Qualifications

• Minimum three (3) years of healthcare leadership or supervisory experience in a medical practice or outpatient setting.

• Clinical experience in a hospital or clinic setting preferred (Medical Assistant, LVN, RN, or equivalent).

• Certification (CMA, LVN, RN) preferred but not required.

• Bachelor's degree in healthcare administration, business, or related field preferred.

• Experience supporting clinical operations, regulatory compliance, and documentation standards.

• Working knowledge of OSHA, HIPAA, infection control, and state healthcare regulations.

• Experience collaborating with Human Resources on hiring, performance management, and employee relations.

• Proficiency in Microsoft Office and electronic medical record (EMR) systems.

Essential Job Duties

• Supports oversight of daily clinic operations, including clinical and front office workflows.

• Assists with coordinating staff schedules, coverage, and workload distribution to ensure operational efficiency.

• Supports supervision of assigned clinical and front office staff, reinforcing performance expectations and accountability.

• Promotes safe, high-quality patient care and service excellence standards.

• Monitors patient flow and collaborates with providers to optimize operational efficiency.

• Ensures compliance with HIPAA, OSHA, infection control standards, and applicable state and federal regulations.

• Assists with preparation for audits, inspections, and accreditation reviews as applicable.

• Identifies workflow inefficiencies and recommends process improvements to enhance performance and patient experience.

• Partners with Human Resources and the Site Manager in recruitment, onboarding, performance evaluations, coaching, and corrective action processes.

• Reinforces organizational policies and ensures consistent application across the clinic.

• Supports resolution of operational and employee concerns in a timely and professional manner.

• Maintains strict confidentiality of patient, employee, and organizational information.

• Serves as a liaison for operational technology needs, coordinating with IT to address system or equipment concerns.

• Supports implementation of operational initiatives, policy updates, and system changes within the Site.

• Communicates operational updates, expectations, and performance standards clearly to staff.

• Assists with special projects and other duties as assigned to support clinic and organizational goals.

• Other duties as assigned.

Performance Requirements

Knowledge

• Medical terminology, clinical workflows, and reimbursement models

• Compliance and risk management practices

• Organizational policies, procedures, and HR protocols

Skills

• Strong leadership, communication, and conflict resolution skills

• Ability to prioritize tasks, manage time, and meet deadlines

Abilities

• Apply policy and regulation to daily operations

• Lead teams, manage performance, and foster collaboration

• Solve problems using initiative and sound judgment

Physical Demands and Work Environment:

The physical and environmental conditions described here represent those commonly encountered while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

• Physical Demands: Regularly required to sit, type, talk, and hear. Occasional walking, reaching, and lifting or moving objects up to 20 pounds. Vision requirements include close vision, distance vision, peripheral vision, and the ability to adjust focus.

• Work Environment: Primarily a clinic office setting with moderate noise. Frequent interaction with staff and patients. Minimal exposure to communicable diseases. May experience periods of stress when dealing with time-sensitive tasks or sensitive situations.