Assistant Patient Administration Manager

Responsibilities

• Coordinate with Director on daily priorities and updates.
• Assist Director with New-Hire training process.
• Assist, Incentive ideas and gifts, Planning birthday celebrations and décor setup.
• Participate in weekly Front Administration leadership meetings and 1:1s.
• Conduct observations and provide feedback to Director.
• Gather feedback/observations for SWOT analysis for Director.
• Help draft huddle notes for weekly meetings and mini huddles.
• Rotate leading team huddles; develop ideas, themes, and prizes.
• Assist in 30-60-90-day new hire meetings with feedback and observations.
• Monitor training progress and compliance with policies across locations.
• Supervise administrative staff and oversee daily workflows.
• Escalate behavioral concerns or issues to Director.
• Act as primary point of contact for Front Administration team when Director is out.
• Provide leadership presence by rotating locations and maintaining visibility.
• Set and follow rotation travel schedule to cover region consistently.
• Coach, mentor, and provide real-time guidance and feedback to team members.
• Advise on handling challenging patient walk-ins.
• Maintain proficiency in front-related tasks to provide coverage when team members are out.
• Monitor daily task volumes to ensure team metrics are met.
• Assist with seat coverage during high-volume periods or when multiple team members are out.
• Assist in overseeing Remote Assistants (RA) and RA training.
• Support specialist front team members with training to prevent stress or delays.
• Continue leading team huddles and maintaining engagement activities.

• Experience supervising administrative teams and providing coaching and mentoring.
• Skilled in onboarding and ongoing staff training; ensuring compliance and consistency.
• Proficiency in front office workflows, scheduling systems, and managing high-volume periods.
• Strong verbal and written communication for team engagement and issue resolution.
• Ability to prioritize tasks, make decisions, and elevate issues appropriately.
• Willingness to rotate across multiple locations and adapt to changing priorities.
• Preferred:
  Background in healthcare administration or multi-location operations.

• onboarding
• staff training
• compliance
• front office workflows
• scheduling systems
• task prioritization
• issue escalation
• coaching
• mentoring

• communication
• team engagement
• decision making
• adaptability
• leadership
• feedback provision
• visibility maintenance