Office Manager at ANGEL KIDS PEDIATRICS, P A – Jacksonville, Florida

Reports to: Practice Administrator
SUMMARY:
At Angel Kids Pediatrics, we don’t just treat patients; we’re redefining what a "Medical Home" looks like. As the largest pediatric clinic in Jacksonville and Florida’s only non-academic behavioral health hub, we believe caring for children is a 24/7 commitment to growth and innovation. We currently serve almost 45,000 patients across 10 locations in Northeast Florida. To support this vital mission, we are seeking a Clinic Office Manager to lead a team.
In a high-stakes clinical environment, operational excellence is the heartbeat of patient care. As our operational leader, you ensure that our providers and staff have the environment they need to reduce health disparities and provide culturally relevant care. You aren't just managing a clinic; you are orchestrating an experience that ensures thousands of families receive the quality, personalized medical care they deserve.
DUTIES AND RESPONSIBILITIES:
Office Operations & Strategy
• Process Optimization: Develops, implements, and monitors office systems and "style practices" to maximize workflow efficiency and productivity.
• Resource Management: Oversees inventory, office supplies, and equipment maintenance.
• Facility Oversight: Manages office security systems and general operational procedures, including programs like VFC.
Performance Tracking & Reporting
• Data Analysis: Monitors and reports on KPIs, goals, and deliverables to senior leadership.
• Administrative Support: Handles high-level correspondence, reporting, and general clerical duties (filing, mailing, etc.) as required.
Team Leadership & Supervision
• Staff Development: Supervises, motivates, and trains office staff while promoting high performance and recognizing achievements.
• Workload Management: Manages schedules, assigns duties, and ensures adequate coverage for all workflows.
• Compliance & Quality: Ensures all work meets organizational standards and government regulations; identifies problem areas and implements corrective actions.
QUALIFICATIONS & COMPETENCIES

1. Leadership & People Management
• Effective Supervision: Delegates tasks by matching responsibilities to staff strengths; provides regular feedback, coaching, and recognition to develop team skills.
• Team Building: Fosters a positive, morale-driven environment; remains open to others' ideas and prioritizes collective success over individual interests.
• Change Management: Develops clear plans for transitions, communicates effectively to build buy-in, and monitors results to ensure lasting improvement.
• Inclusion & Ethics: Promotes a diverse, harassment-free workplace; treats all individuals with respect regardless of status; and upholds high ethical standards.
2. Strategic Operations & Problem Solving
• Sound Judgment: Makes timely, well-reasoned decisions; includes the right stakeholders in the process and can explain the "why" behind actions.
• Project Oversight: Proven ability to plan, organize, and execute projects while managing competing demands and shifting priorities.
• Quality Control: Maintains acute attention to detail; consistently looks for ways to improve processes and promote organizational excellence.
3. Communication & Interpersonal Excellence
• Versatile Communication: Expertly handles both oral and written communication, including presenting numerical data and tailoring messages for different audiences.
• Conflict Resolution: Focuses on solving problems rather than assigning blame; maintains emotional control and confidentiality under pressure.
• Customer Focus: Responds promptly to needs, manages difficult situations with tact, and actively seeks feedback to improve service quality.
4. Professionalism & Dependability
• Reliability: Demonstrates consistent attendance and punctuality; follows instructions and takes full responsibility for actions and commitments.
• Technical Proficiency: Skilled in Microsoft Office Suite and possesses the "functional knowledge" required to understand the tasks of supervised staff.
• Adaptability: Remains flexible and enthusiastic in the face of frequent changes, delays, or unexpected events.
• Safety Conscious: Proactively observes safety/security procedures and uses equipment properly.
Preferred Education and Experience
• Degree Requirements: Bachelor’s degree from an accredited college or university is highly preferred.
• Alternative Qualifications: Candidates with an Associate degree or equivalent Military experience will be considered.
• Professional Experience: 4 to 6 years of related experience within the medical field is required.
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
Other Duties
Travel: Travel is primarily within the Jacksonville area during the business day between the six Angel Kids Pediatrics locations.

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.