Practice Administrator- Multi Site in Jacksonville, Florida at ANGEL KIDS PEDIATRICS, P A

Job Description: Multi - Practice Administrator

Reports to: Director of Operations

Summary: As the largest pediatric clinic in Jacksonville, serving nine locations with nearly 43,000 patients, Angel Kids Pediatrics believes that caring for children is a continual process, and should not limited to just doctor office visits during regular business hours. We believe that by providing excellent medical care in a family and community-based environment that we can grow healthy children who will become healthy adults. We uphold the highest standards of a patient-centered medical home that provides quality, personalized and effective medical care as if each family was part of our own
Equity, innovation, and inclusion guide our growth and strategy. We are looking for individuals who are passionate about and committed to leading efforts to provide culturally relevant care, reducing health disparities, and helping build a diverse and inclusive team environment.
Key Responsibilities
Strategic Alignment & Support
• Executive Partnership: Act as the "right hand" to the Director of Transformation, ensuring all clinical activities and departmental goals are strictly aligned with our established roadmap.
• Directive Execution: Take full ownership of implementing operational changes, "Rocks," and KPIs as defined by the Director, ensuring consistent follow-through across all sites.
• Transparent Reporting: Maintain a disciplined cadence of communication, providing proactive updates on clinic performance and personnel issues to ensure total operational transparency.
• Unified Leadership: Represent directives to the staff with total consistency; ensure that departmental managers are working toward shared organizational goals rather than independent agendas.
• Strategic Assistance: Support the Director in high-level projects, including the integration of new acquisitions, the launch of new locations, and the scaling of organizational culture.
• Professionalism: Uphold the highest professional standards at all times, serving as a model of organizational loyalty, decorum, and emotional intelligence in every interaction.
Project & Workflow Implementation
• SOP Development: Drafts and maintains Standard Operating Procedures (SOPs) for all clinical departments as directed and in coordination with other departments.
• System Rollouts: Leads the technical rollout of new software, EMR updates, or operational changes, providing "over-the-shoulder" support to staff during the transition.
• Standardization Enforcement: During clinic visits, you are responsible for ensuring that all personnel workflows mirror organizational standards and that the "Angel Standard" for clinical excellence is maintained.
• New Location Integration: Manages the operational checklist for new site openings or acquisitions (supply ordering, facility setup, system integration), in conjunction with the Director.
• In-Clinic Training: This role requires mandatory, hands-on clinical training and staff coaching within the clinics for at least 60% of each business day/4 days per week.
Operations Management
• Team Supervision: Direct oversight of operations managers, ensuring their workflows mirror the company’s standards.
• Policy Implementation: Execute and enforce clinic operating policies and protocols once approved.
• Operational Troubleshooting: Resolve day-to-day issues while keeping the Director informed of significant trends or roadblocks that require intervention.
• Resource Oversight: Manage all inventory control (medical supplies, vaccines, office supplies) within the budgetary framework.
People Management & Compliance
• Personnel Management: Lead development, and performance evaluations for non-provider staff, ensuring all HR actions are documented and aligned with our talent strategy.
• Compliance Stewardship: Ensure 100% adherence to regulatory agencies; maintain "survey-ready" clinical environments at all times.
• VFC & Vaccine Ownership: Full technical management of the VFC program, including CDC compliance, enrollment, and physical inventory audits.
• Provider Coordination: Oversees provider templates and scheduling to maximize clinic efficiency as directed through capacity planning.
• Site Audits: Conducts regular, objective audits of clinic operations and physical properties to ensure 100% regulatory compliance and standards.
• Reporting: Provides the Director with detailed, data-driven reports on operational gaps, offering technical solutions.
Other duties as assigned to meet business needs
Competencies :

• Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
• Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self-available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services.; Continually works to improve supervisory skills.
• Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.
• Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.

Equal Employment Opportunity
It is the policy of AKP to provide equal employment opportunity to all employees and applicants for employment and not to discriminate on any basis prohibited by law, including race, color, sex, age, religion, ancestry, national origin, marital status, veteran status, or other legally protected group status. It is our intent and desire that equal employment opportunities will be provided in employment, recruitment, selection compensation, benefits, promotion, demotion, layoff, termination and all other terms and conditions of employment. AKP is committed to this policy and its enforcement

Work Environment
This job operates in a professional medical office environment. This job also operates in a fast paced, highly customer service environment, working with Children and Family/ Guardian’s. This role routinely uses standard office equipment such as laptop computers and smartphones as well as medical equipment.

Physical Demands
While performing the duties and responsibilities of office manager, you will be required to stand, walk or sit for long hours. The employee must be able to occasionally move or lift at least 20 lbs. The employee must be able to communicate efficiently in front of large or small crowds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Position Type/Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 6 p.m. Take calls on the weekend.

Other Duties

Travel: Travel is primarily local during the business day. The role will require travel between office locations and anticipated to be 50%+

Supervisory Responsibility: Clinic Managers