Pediatrics Office Manager

Job Title Practice Administrator


Department Pediatrics


Location On-site


Job Type Full-Time / Exempt


Reports To COO


Position Summary: The Pediatric Practice Administrator manages all administrative and clerical operations for ~100 physicians and staff in multiple locations. This role ensures efficient office management, supports staff, oversees budgets, and maintains high standards of patient service and compliance.
Primary Responsibilities:
Office Operations
• Manage the day-to-day administrative operations of the department, ensuring smooth workflow and timely completion of tasks.
• Assign duties to clerical and support staff based on workload, skill sets, and departmental priorities.
• Create, implement, and update office policies and procedures to promote consistency, efficiency, and compliance with healthcare regulations.
• Track progress on administrative tasks, identify bottlenecks, and adjust priorities to meet deadlines and departmental goals.
• Continuously evaluate office systems and procedures, recommending and implementing improvements as needed.
Staff Management
• Participate in the hiring process, including interviewing candidates and facilitating onboarding and training for new staff.
• Conduct regular performance evaluations, provide feedback, and support professional development for clerical staff.
• Oversee timekeeping, leave tracking, and payroll submissions to ensure accuracy and compliance with organizational policies.
• Approve and monitor office supply purchases, manage inventory, and ensure proper handling of mail and office opening/closing procedures.
Financial Oversight
• Collaborate with leadership to develop, monitor, and adjust the department’s annual budget.
• Review and approve departmental expenditures, ensuring alignment with budgetary constraints.
• Supervise billing and reimbursement processes to ensure timely and accurate claims submission and payment collection.
Customer Service
• Ensure that all patients are greeted and assisted in a professional, courteous, and efficient manner.
• Address patient concerns and information requests promptly, escalating issues when necessary to maintain service quality.
Collaboration & Compliance
• Work closely with physicians, nurses, and administrative staff to align operations with clinical goals and enhance patient care.
• Monitor expiration dates for licensures, certifications, and other credentials, ensuring timely renewals.
• Maintain records of continuing education for providers and ensure compliance with regulatory and organizational requirements.
Professional Development
• Stay informed about trends, regulations, and best practices in healthcare administration through ongoing education and networking.
• Uphold strict confidentiality standards regarding patient information and internal operations in accordance with HIPAA and organizational policies.

Qualifications:
• Bachelor’s degree in Healthcare or Business Administration required. Courses in medical terminology and healthcare office management preferred.
• Minimum 10 years of administrative experience, including 5 years in medical office management. Pediatrics experience preferred.

Skills & Competencies:
• Ability to lead, motivate, and manage a team of clerical and clinical staff.
• Confident in making timely and effective decisions, especially in a fast-paced environment.
• Skilled in handling staff or patient conflicts with professionalism and empathy.
• Understanding of HIPAA, OSHA, and pediatric-specific healthcare regulations.
• Experience in managing departmental budgets and controlling costs.
• Ability to communicate clearly with staff, providers, and families—both verbally and in writing.
• Proficiency in Microsoft Office Suite and other administrative tools.
• Capable of professionally managing multiple priorities and tasks simultaneously.

Working Conditions:
Work is primarily performed in an office environment and involves frequent telephone and in-person communication. The role requires regular interaction with others, often in a fast-paced and interruptive setting. Physical activities may include walking, bending, reaching, lifting up to 20 pounds, stooping, and prolonged periods of sitting. Occasional exposure to stress may occur due to multiple, competing responsibilities.
Company Statement:
This job description outlines the general nature and responsibilities of the role and is not an exhaustive list of duties or requirements. Responsibilities may evolve based on organizational needs. Employment is contingent upon successful completion of a background check, drug screening, and compliance with health and