Office Manager Details

Office Manager

Marshall B. Ketchum University - Los Angeles, CA

Employment Type : Full-Time

JOB SUMMARY

The office manager is responsible for the overall smooth function of the clinic, including but not limited to all aspects of patient care, student encounters, staff performance, faculty function and building operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The office manager serves as the leader of the entire clinic staff. The office manager is expected to be present on-site from Monday-Friday during regular business hours and available as necessary outside regular business hours. The office manager is expected to communicate directly with the part-time office manager (present on Saturdays) to ensure optimal clinic flow on all days of the week and a smooth transition between Monday-Friday and Saturday leadership. The office manager is primarily responsible for:

• Ensuring the patient schedule is accurate, functional, and in compliance with any existing protocols (eg.COVID) on all days of the week
• Ensuring the building is operational for patient care and teaching (IT, utilities etc are up-to-date and is in charge of resolution of issues should they arise)
• Ensuring optimal performance of all staff (includesensuringproperimplementationof new protocols, situational training, assessing staff with regular performance evaluations in conjunction with the co-directors)
• Managing the staff schedule (approvingtimesheets,monitoringbreaksandlunchestoensurecomplianceto CA law, scheduling replacements during vacation, making adjustments based on absences)
• Willingness to step in to any and all roles he/she manages if necessary
• Having a thorough grasp of each role within the clinic and their responsibilities and skill set
• Handling proper clinic shut down during emergencies but also planned closures (holidays,trainings,etc.)
• Coordinating trainings with the co-directors including helping with catering, building the agendas and executing education
• Coordinating with biller to ensure correct billing practices
• Ensuring proper credentialing of all doctors
• Ensuring proper insurance compliance from staff and doctors for all patient encounters (withhelpof biller)
• Coordinating student education with doctors (asitaffects clinic function – schedule modifications, etc.)
• Coordinating with clinic co-directors for special events
• Approving and managing budget items as assigned by co-directors
• Working with co-directors and grants specialist for proper execution and reporting of grants
• Working with co-directors for proper execution of research projects
• Handling and keeping up with doctor credentialing
• Helping with clinic-wide marketing initiatives
• Helping implement new protocols and changes to move the clinic forward
• Giving regular feedback on clinic function and operation to co-directors
• Assisting the co-directors with any clinic-related tasks that arise
• Resolving patient and staff conflicts
• Encouraging a supportive and safe workplace environment for all staff, faculty and students
• Being proactive in resolving issues and implementing changes to help improve repeated issues
• Quality control and oversight of all clinic operations

PROFESSIONALISM

It is expected that the patient relations lead will conduct themselves with professionalism at all times in the workplace. This includes:

• Leading the team by example
• Demonstrating maturity and respect when interacting with others
• Avoiding language and behavior that could be interpreted as disrespectful and belittling
• Avoiding gossip and office politics
• Accepting responsibility for and learning from mistakes
• Being productive and efficient at all times while on the job
• Practicing good attendance
• Dressing appropriately and maintaining good personal hygiene at all times
• Being a team player and encouraging cooperation amongst employees
• Treating coworkers, students, doctors and patients with respect
• Willingness to teach skills to colleagues in a respectful manner
• Willingness to help when asked, and offer help when not asked
• Attending and participating in all staff training and completing assignments given in a timely manner
• (and demonstrating proficiency in putting training into practice thereafter)
• Delegating necessary tasks to another staff when away to ensure completion by deadlines

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Advanced degree in Health Administration of related field (preferred)
• Proficient in Microsoft Outlook, Word, Excel and shared Google functions (drive,calendar)
• Fluent in Spanish
• Leadership/team management experience
• Customer service/conflict resolution experience
• Ability to manage schedule and tasks to ensure completion without oversight/reminders
• Ability to multi-task
• Ability to teach/train others
• Ability to create and implement systems in an effort to improve clinic and patient relations team function
• Experience conducting research/clinical trials preferred
• Experience with credentialing and insurance requirements preferred
• Experience with grant writing and reporting preferred

EDUCATION AND EXPERIENCE

• High School degree or general education degree (GED); AND
• Preference for advanced degrees in health management/administration.

MENTAL & VISUAL DEMANDS

• Ability to be a strong but supportive leader
• Ability to multi-task
• Detail-oriented
• Organized
• Clear communicator (bothverbalandwritten)
• Be able to manage long-term tasks (untilresolution,withoutreminders)
• Be able to handle conflicts
• Be able to take constructive criticism and change and improve upon performance

PHYSICAL DEMANDS

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ABOUT THE ORGANIZATION
Marshall B. Ketchum University, an independent, private, non-profit, accredited educational institution. Located in Fullerton, California. Marshall B. Ketchum University is a comprehensive health care university, built upon a legacy of over 110 years of academic excellence and clinical education. MBKU is home to the Southern California College of Optometry, the School of Physician Assistant Studies and College of Pharmacy. Named after the founder of the optometric institution in 1904, the change to the University structure addresses the growing demand for highly skilled health care professionals.

The University's Southern California College of Optometry confers a Doctor of Optometry (OD) and a Master of Science in Vision Science (MS) degree. MBKU's School of Physician Assistant Studies under the College of Health Sciences awards a Master of Medical Sciences (MMS) degree. MBKU's College of Pharmacy welcomed its first class in the fall of 2016 and awarded a Doctor of Pharmacy (PharmD) degree in the Spring of 2020. MBKU owns and operates two premier eye and vision care centers: the University Eye Center at Ketchum Health and the University Eye Center at Los Angeles.

BENEFITS

MBKU provides an excellent benefits package including medical, dental, and life insurance, free vision exams, short and long term disability, generous paid time off plans, a university-sponsored retirement plan with a 9% contribution and an on-site fitness center located on the Fullerton campus.

MBKU is an equal opportunity employer; requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Non-Discrimination Statement

MBKU is committed to providing an environment in which all individuals are treated with respect and professionalism. In accordance with applicable federal and state laws, it is University policy to prevent the unlawful discrimination against students, applicants for admission, employees, applicants for employment and patients requesting treatment on the basis of race, color, national origin, sex, disability, age or any other characteristic protected by applicable law. The University also prohibits sexual harassment and harassment on any of the above bases (please refer to the Title IX Sexual Harassment and Non-Discrimination Policy (PDF) and Title IX page for more information).

Inquiries regarding the University’s equal opportunity policies should be directed to the Vice President for Student Affairs for students and the Vice President for Human Resources for employees.

For further information on notice of non-discrimination, please contact the Office for Civil Rights for the address and phone number of the office that serves your area, or call 1.800.421.3481.

Job Type: Full-time

Pay: From $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Customer Service: 1 year (Preferred)

Language:

• Spanish (Preferred)

Work Location:

• One location

Typical start time:

• 8AM

This Job Is Ideal for Someone Who Is:

• Dependable -- more reliable than spontaneous
• People-oriented -- enjoys interacting with people and working on group projects
• Adaptable/flexible -- enjoys doing work that requires frequent shifts in direction
• Detail-oriented -- would rather focus on the details of work than the bigger picture

Work Remotely:

• No

COVID-19 Precaution(s):

• Remote interview process
• Personal protective equipment provided or required
• Plastic shield at work stations
• Temperature screenings
• Social distancing guidelines in place
• Virtual meetings
• Sanitizing, disinfecting, or cleaning procedures in place