Medical Practice Administrator

VKP Medical PLLC; Buffalo (NY); On-site; USD 65,000 - 95,000; Full time

Job summary

VKP Medical PLLC in Buffalo, NY seeks a highly organized Practice Manager to serve as the operational backbone of a busy private medical clinic. This hands-on role blends clinical support with administrative leadership and requires proactive problem solving and clear communication with physicians and leadership.

The ideal candidate will have experience running a clinic floor, training staff, managing schedules, and maintaining HIPAA-compliant workflows, while keeping daily operations smooth from

Qualifications

• Proven experience running a clinic floor and owning the daily schedule.
• Experience in a medical office/clinic setting in a management role.
• Knowledge of patient rooming, triage, and clinical intake procedures.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication with physicians and leadership.
• Ability to lead, train, and motivate a small team.
• Confident, patient-focused demeanor under pressure.

Responsibilities

• Communicate clearly with the physician and senior leadership.
• Take direction and execute reliably.
• Maintain a professional tone throughout the office.
• Instruct, train, and supervise medical assistants.
• Delegate tasks and ensure on-time execution.
• Model a positive, team-first attitude.
• Oversee daily office flow and schedule accuracy.
• Manage provider's schedule and daily physician tasks.
• Meet daily patient-volume targets and operate at capacity.
• Open, scan, sort, and route mail.
• Greet patients warmly and set a friendly tone.
• Room patients and assist with clinical intake.
• Perform triage and prioritize patient needs.
• Adapt to patient needs with a proactive mindset.

Skills

Clinic operations

Staff training

Schedule management

HIPAA compliance

Clear communication

Leadership

Patient-facing

Multitasking

Tools

EMR systems

Job description

Who We're Looking For

This is a senior, hands‑on role for an experienced clinic operator. You've run a clinic floor, trained and supervised staff, and owned the daily schedule. You know how to keep a busy office moving, communicate clearly with physicians and leadership, take direction well, and set a consistent tone of professionalism for the entire team. If that's you, read on.

About the Role

We're seeking a highly organized, personable, and proactive Practice Manager to serve as the operational backbone of a busy private medical clinic. This is a hands‑on, patient‑facing role that blends clinical support with administrative leadership. The ideal candidate anticipates needs before they arise, communicates seamlessly with the physician and senior leadership, and takes pride in keeping the office running smoothly from open to close.

Key Responsibilities

• Communicate clearly and professionally with the physician and senior leadership
• Take direction well and execute on instruction reliably
• Set and maintain a consistent tone of professionalism throughout the office
• Instruct, train, and supervise medical assistants
• Delegate effectively and ensure tasks are executed correctly and on time
• Model a positive, team‑first attitude
• Oversee daily office flow and ensure the schedule runs on time from start to finish
• Manage the provider's schedule and organize daily physician tasks
• Meet daily patient‑volume targets and keep the clinic operating at capacity
• Open, scan, sort, and route incoming mail
• Greet patients warmly and set a friendly, professional tone from the moment they arrive
• Room patients and assist with clinical intake
• Perform triage and prioritize patient needs appropriately
• Adapt to each patient's individual needs with a proactive, service‑oriented mindset

Qualifications

• Proven experience running a clinic floor, training staff, and owning the daily schedule (required)
• Prior experience in a medical office, clinic, or healthcare setting in a management or lead role
• Working knowledge of patient rooming, triage, and clinical intake procedures
• Strong organizational and multitasking skills with sharp attention to detail
• Excellent communication skills, with the ability to work closely with physicians and senior leadership
• Ability to take instruction well and follow through reliably
• Proven ability to lead, train, and motivate a small team
• Warm, professional, and patient‑focused demeanor
• Comfortable managing schedules, workflow, and competing priorities under pressure
• Proactive, adaptable, and solutions‑oriented
• Familiarity with electronic medical records (EMR) systems a plus
• Ability to maintain confidentiality and comply with HIPAA standards

What We're Looking For

Someone who leads by example, stays calm and organized when the day gets busy, communicates seamlessly with the doctor and leadership, and genuinely enjoys making each patient's visit smooth and welcoming. If you're an experienced clinic operator who likes owning the details and keeping a team on track, we'd love to hear from you.