Office Manager

Boston Medical Center; Boston (MA); On-site; USD 60,000 - 80,000; Full time

Job summary

A leading medical center in Boston is seeking an Office Manager to provide administrative oversight and program development for its OBGYN ambulatory services. The role includes supervising staff, managing operations, and ensuring compliance with departmental standards. The ideal candidate will possess a bachelor's degree and have at least three years of experience in a similar office setting, along with strong supervisory skills.

Qualifications

• Minimum three years of experience in a similar office setting.
• Three years of supervisory experience preferred.

Responsibilities

• Ensure the office runs smoothly and efficiently.
• Manage workflow and monitor the quality of work.
• Oversee onboarding and training of new hires.

Skills

Supervision

Customer satisfaction

Communication

Problem solving

Organization

Education

Bachelor’s degree or equivalent

Job description

The Office Manager provides administrative oversight, business management, and program development for the OBGYN ambulatory services, with additional responsibility for supervising and coordinating administrative and financial records across the Medical Group. Serving as the administrative liaison for the department, the Office Manager ensures optimal patient access, customer satisfaction, and cost-effective operations.

Working in collaboration with the medical and administrative directors in a matrix management model, this role supervises assigned administrative and clinical support staff, establishes procedures and standards to improve practice efficiency and effectiveness. The Office Manager also identifies opportunities to grow patient volume and expand services while maintaining fiscal responsibility.

JOB SUMMARY:

The Office Manager supervises, coordinates, and monitors administrative and financial records for the Medical Group, Adult Medicine Practice. The successful candidate may directly supervise up to six full-time employees and will serve as the administrative liaison for the entire department.

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Ensure that the office runs smoothly, efficiently, and professionally.
• Assist with new hire onboarding, orientation, training, supervising, and assigning tasks to appropriate staff.
• Manage workflow and monitor quality of work of the assigned group to ensure an efficient operational flow, timely completion of assignments, and adherence to department standards and regulations.
• Coordinate and maintain monthly schedules for department coverage (time off, on call, etc.). Review employee hours against scheduled hours and track leaves and vacation/sick time.
• Monitor performance of clerical staff and compliance with departmental procedures; provide input in annual performance appraisals.
• Serve as the first point of contact for benefit and payroll questions for all department employees.
• Work with managers and staff to resolve employee relations issues, drawing on appropriate BMC resources. In absence of the practice manager or director, may participate as a department representative in labor disputes or union negotiations.
• Maintain and supervise the maintenance of departmental files, manuals, and records.
• Generate and disseminate daily patient census reports. Run monthly billing reports (RVUs, session count) and financial reports.
• Create reports, spreadsheets, agendas, presentations, meeting minutes, and other correspondence as requested.
• Plan, organize, and coordinate departmental receptions, meetings, or functions, obtaining assistance as necessary.
• Handle telephone calls for the department, maintaining a professional and courteous manner.
• Monitor and maintain inventory of office supplies, medical supplies, and equipment. Purchase as needed within budget. Keep office equipment in working order and contact vendors or IT for repairs or replacements.
• Manage purchasing, reimbursements, invoices, and accounts payable. Assist with monitoring departmental budget and account balances, help managers stay within approved budgets, and document all variances.
• Maintain open communication lines with other departments and act as liaison with internal and external customers.
• Provide recommendations to improve office productivity and cost effectiveness.
• Meet hospital-wide standards in performance, conduct, patient rights, infection control, and safety procedures.
• Perform other related duties as needed.

  Job Requirements

  REQUIRED EDUCATION AND EXPERIENCE:

  Bachelor’s degree or equivalent combination of education and experience. Minimum three years of experience in a similar office setting.

  PREFERRED EDUCATION AND EXPERIENCE:

  Three years of supervisory experience preferred.

  Equal Opportunity Employer/Disabled/Veterans

  Our current job openings are listed on our website. Applications are received only through our website. We do not ask for downloads of applications, nor extend job offers via text or social media. We do not require purchase of equipment prior to employment.