Dermatology Office Administrator – Operations Lead

Dermatology Solutions Group LLC; Huntsville (AL); On-site; USD 42,000 - 64,000; Full time

Job summary

Dermatology Solutions Group, LLC is seeking an Office Administrator I to ensure smooth operation of the office and provide administrative support to the Directors of Derm Operations and Spa Operations. This role will supervise receptionist(s), medical assistant(s), Mohs technician(s), and aesthetician(s), and manage one or multiple clinic locations and up to 15 employees.

The position emphasizes leadership, strong communication, and adherence to policies to maintain high patient care standards

Qualifications

• Leadership to develop a successful team.
• Ability to handle difficult situations and make the best decisions for the practice.
• The ability to multi-task and juggle many different responsibilities on a daily basis.
• Excellent communication skills to convey goals and expectations of the practice.
• Recognize and anticipate problems, before they arise and work in a proactive mindset.
• Takes direction well, with a "can do" attitude. Is problem solver, not a problem creator.
• Proficiency in the operation of a computer keyboard (30 WPM minimum) and ability to work effectively with Microsoft Office Products.

Responsibilities

• Oversees and manages the day-to-day operations of the office.
• Serves as first point of contact and supervises all staff at assigned location(s).
• Holds staff accountable to company policies and procedures.
• Ensures all staff are held accountable to performing job duties as outlined in job descriptions.
• Ensures processes and resources are in place in order to deliver the highest level of patient care.
• Independently remedies non-emergent patient concerns.
• Models appropriate professional behavior, with all patients, vendors, staff, providers, etc.-by phone, in person, and email, and ensures similar conduct throughout the staff.
• Maintains facilities and equipment to the highest of standards; elevates issues, when appropriate.
• Implements, directs and adheres to the policies, protocols and procedures of the practice.
• Executes and participates in meetings; communicates any changes and/or additions to the practice and all departments. Addresses issues and congratulates successes.
• Assists DSG management with day-to-day projects, while informing them of any challenges or concerns in the practice that need further assistance.
• Facilitates and ensures staff attendance and participation in trainings/meetings provided by Administration or vendors.
• Ensures effective communication between staff, Dermatology, Spa and Medical Providers.
• Oversees and directs inventory levels for office, medical, spa, retail and cosmetic supplies.
• Oversees all departments and regulates hours that are being worked by personnel: Time Clock, Absentee, Downtime and Schedule Management.
• Ensures acceptance of monies are deposited in the correct bank account.
• Ensures accuracies of the personnel7s daily work, duties, tasks and responsibilities.
• Facilitates, attends and participates in events at the direction of Director of Derm Operations, Director of Spa Operations, and Marketing Director.
• Provides support for Human Resources: interview, hire, implement necessary disciplinary actions, and termination.
• Facilitates onboarding and training of new employees in a way that ensures their success.
• Develops and maintains an independent and proactive approach to local problem solving and leadership.
• Discovers, develops, and maintains consistent communication with referral sources.
• Conducts regular on-site visits to current and potential physician referral offices.
• Connects the providers to speaking/networking/skin cancer screening opportunities in the community to grow awareness of the Practice.
• Proactively pursues opportunities to grow Practice(s) and meet budgeted expectations.
• Maintains strict confidentiality.
• Performs other related duties as assigned.

Skills

Leadership skills

Staff supervision

Multi-tasking

Excellent communication

Proactive problem solving

MS Office proficiency

Education

Associate or Bachelor7s Degree preferred

Current licensure or certification, if applicable

Medical office experience

Supervisory experience

Tools

MS Office

Job description

Dermatology Solutions Group, LLC is seeking an Office Administrator I to ensure smooth operation of the office and provide administrative support to the Directors of Derm Operations and Spa Operations. This role will supervise receptionist(s), medical assistant(s), Mohs technician(s), and aesthetician(s), and manage one or multiple clinic locations and up to 15 employees.

The position emphasizes leadership, strong communication, and adherence to policies to maintain high patient care standards