Office Manager - Stull, Jarvis & Spinola Group

UPMC; Pittsburgh (Allegheny County); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Excellent benefits

Growth opportunities

Collaborative team

Job summary

UPMC is seeking an Office Manager to support the Stull, Jarvis & Spinola team in Pittsburgh. This full-time role focuses on optimizing daily clinical and administrative operations, including scheduling, templates, inventory, and equipment maintenance to ensure a smooth patient experience.

The ideal candidate will coordinate provider schedules, manage supplies, and collaborate with the Practice Manager to uphold efficient processes across multiple sites, with travel between locations as needed.

Qualifications

• Experience coordinating scheduling and templates for clinical staff.
• Ability to manage supplies and ordering for a practice.
• Strong communication with Practice Manager and staff.
• Willingness to travel between sites (up to 75%).

Responsibilities

• Anticipate scheduling issues when staff are not scheduled.
• Coordinate and staff laser templates, ensuring patients are properly scheduled.
• Review patient schedules to troubleshoot overbooked clinics and staffing.
• Develop and maintain a patient-centric culture aligned with consumer initiatives.
• Maintain correspondence with the Practice Manager about personnel, HR, supplies, and patient issues.
• Order all supplies and services for the practice.
• Apply administrative policies for the protection of patients, staff and department.
• Monitor practice benchmarks for service and scheduling.
• Ensure the clinical environment is patient-friendly, coordinating with staff and physicians.
• Provide and coordinate maintenance on all equipment used by the clinical staff.

Skills

Scheduling

Office coordination

Supply management

Equipment maintenance

Vendor coordination

Staff support

Patient focus

Job description

Join our team of Life Changers!

UPMC is hiring a full-time Office Manager to support our Stull, Jarvis & Spinola team/office in Pittsburgh.

Schedule: This position is primarily scheduled Monday through Friday, supporting practice operations during business hours. Office hours generally range from 7:00 a.m. to 5:00 p.m., and work schedules may vary within that timeframe based on the operational needs of the practice.

Hours and Shift Expectations: As an Office Coordinator, flexibility is essential to ensure seamless daily operations. Start and end times may vary to support business needs, including early morning meetings, staffing coverage, or end-of-day operational support. For example, shifts may occasionally begin as early as 7:00 a.m. or extend later in the day as needed. Candidates should be comfortable adapting their schedule to meet the evolving needs of the practice while maintaining a consistent Monday through Friday workweek.

Travel: Frequent travel (up to 75%) - Will be required to travel between the Shadyside, Oakland/Magee, and Bethel Park teams/ofices. *Manager will discuss further during interview process

Opportunities for growth/advancement, excellent benefits, a pleasant work environment, and friendly team are just a few of our perks.

Purpose:

Serves as a key operational partner for the Center, ensuring the efficient and organized day-to-day management of clinical and administrative services. This role coordinates provider scheduling and templates, oversees operational processes, supports the Director with daily administrative functions, manages supply inventory and ordering, and facilitates equipment maintenance to promote a seamless experience for patients, providers, and staff.

Responsibilities:

• Anticipate scheduling issues when members of the staff are not scheduled.
• Coordinate and staff laser templates, ensuring that patients are properly scheduled.
• Review patient schedules routinely to troubleshoot for overbooked clinics, as well as staffing in respective areas of the department.
• Develop and maintain a patient-centric culture, centered around patient arrival and follow up activities in line with the consumerism initiatives, if applicable.
• Maintain correspondence with the Practice Manager concerning personnel, human resource, supplies, and patient issues.
• Order all supplies and services as needed for this practice.
• Be cognizant of and apply relative administrative, UPP, and departmental policies and procedures for the protection of the patients, staff and department.
• Monitor and meet practice specific benchmarks inclusive of point of service and scheduling (inclusive of template management for timely patient access), if applicable.
• Ensure that the clinical environment is patient friendly, appropriate for staff and physicians to work and be productive by working closely with the staff and physicians responding to issues and problem-solving.
• Provide and coordinate maintenance on all equipment used by the clinical staff of the department.