Assistant Ambulatory Office Manager

Assistant Ambulatory Office Manager - Stony Brook Children’s Service, UFPC  

Location: Wading River, NY (May float to other locations as needed)

Schedule: Full Time

Days/Hours: 730a-8p variable. 8 hrs shifts. 

Salary Range: $67,935 - $76,162 (pay will be determined based on experience, preferred qualifications, and education)

Our compensation philosophy aims to provide marketable compensation programs and to compensate employees based on relevant experience and education. Individual compensation discussions begin during the hiring process and may occur during job review and promotional opportunities. Salaries vary depending on experience, education and current market for the position. Human Resources determines the external and internal equitable salary for each employee. 

SUMMARY: The Assistant Manager supports the Manager in coordinating the routine administrative needs of the Medical Practice. Also the Assistant Manager assists the Manager in directing and supervising office activities and clerical staff. Responsibilities include maintenance of procedures and standards for the administrative functions of the Medical Practice to ensure the safe and smooth management of the facility.

Job Duties & Essential Functions:

• Assist in supervising staff.
• Manage doctor’s schedule.
• Support Manager with recruitment of new staff.
• Assist Manager with training of new staff on office procedures and HIPPA compliance.
• Serve as backup for PTO and attendance approval.
• Assist Manager in counseling staff verbally and in writing.
• Assist physicians if needed.
• Assist Manager in developing and assigning staff work schedules and adjust as workflow requires.
• Manage difficult patients.
• Triage lab results/phone messages.
• Walk-In triage.
• Schedule specialist/stat appointments.
• Lab proficiencies.
• Maintains files and records for any necessary reporting.
• Responds to telephone inquiries. Serves as backup receptionist as needed and assists with billing responsibilities.
• Assists in the operation of all office machines and monitoring maintenance needs. Schedules repairs as needed.
• Serves as a back-up in the absence of the Manager.
• Performs all other duties as assigned by management.

Required Education & Qualifications:

• High School diploma or GED required.
• A minimum of three years of medical and/or administrative experience required.
• Must have excellent expressive and written communication skills
• Must be highly organized
• Must be proficient in Microsoft Office Word and Excel
• Flexibility and willingness to work in situations of flux; ability to work in a fast turn-around environment
• Ability to work independently with minimal supervision and exercise sound judgment in making
• Strong work ethic and willingness to take ownership of wide-range responsibilities
• Knowledge of standard office practices and procedures to include ability to compose and format
• Must have a flexible schedule

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with patients, staff and medical providers. The employee must be able to exchange accurate information in these situations. This position is largely sedentary and requires the employee to remain stationary for a majority of the day. Any additional physical demands will be outlined and provided by management. 

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of CPMP. 

StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Clinical Practice Management Plan employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resources services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits.  SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.    

Given StaffCo’s employment responsibilities, it is deemed the “employer” for employment and labor law purposes.  Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY.  The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board. 

CPMP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected status.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfer, leaves of absence, compensation and training.

CPMP expressly prohibits any form of workplace harassment based on race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected status.  Improper interference with the ability of CPMP’s employees to perform their job duties may result in discipline up to and including discharge.