Clinic Coordinator / Practice Administrator

Job Description

Job Description

About the Position

Family Medicine Associates of Conroe (FMAC) is seeking an experienced, highly organized, and results-driven Clinic Coordinator / Practice Administrator to oversee the administrative and business operations of our private medical practice.

Reporting directly to the Medical Director, this individual will serve as a key member of practice leadership and will be responsible for ensuring that the clinic operates efficiently, professionally, and in accordance with established policies and standards.

This position oversees clinic operations, human resources, staffing, hiring and onboarding, employee training and performance, payroll administration, financial administration, policy implementation, compliance, and operational improvement.

This is not an entry-level administrative position. We are seeking an experienced healthcare leader who is comfortable taking ownership of operations, managing employees, solving problems independently, maintaining accountability, and working directly with physicians and practice leadership.

Key Responsibilities

Practice Operations & Administration

• Oversee the day-to-day administrative and business operations of the practice.
• Ensure efficient clinic workflow, appropriate staffing, and smooth daily operations.
• Identify operational challenges and implement practical, timely solutions.
• Develop, maintain, and improve administrative systems, workflows, and procedures.
• Work directly with the Medical Director, physicians, and providers regarding operational needs and priorities.
• Coordinate administrative projects and practice initiatives.
• Help establish and monitor operational goals and performance expectations.
• Anticipate practice needs and proactively address issues before they interfere with patient care or business operations.

Leadership & Employee Management

• Provide direct leadership, supervision, and support to clinic employees.
• Establish clear expectations and maintain accountability for employee performance, attendance, professionalism, and conduct.
• Coordinate staff schedules, coverage, PTO requests, call-outs, and staffing changes.
• Monitor employee performance and provide coaching, feedback, and corrective action when appropriate.
• Participate in employee performance evaluations and improvement plans.
• Address employee concerns and workplace issues professionally and consistently.
• Promote effective communication, teamwork, professionalism, and a positive workplace culture.
• Ensure staff understand their responsibilities and follow established policies and procedures.

Human Resources, Hiring & Onboarding

• Coordinate recruitment and hiring for clinical and administrative support positions.
• Review applicants, conduct or participate in interviews, and assist with candidate selection.
• Coordinate pre-employment requirements, reference checks, and new-hire documentation.
• Oversee employee orientation and onboarding.
• Develop and maintain structured training processes for new and existing employees.
• Conduct or coordinate 30-, 60-, and 90-day employee performance reviews.
• Identify training needs and opportunities for employee development and cross-training.
• Maintain appropriate personnel documentation and administrative HR records.
• Assist with employee relations, disciplinary matters, and performance improvement.

Payroll & Financial Administration

• Coordinate payroll and employee timekeeping administration.
• Review time records for accuracy and resolve discrepancies prior to payroll processing.
• Monitor attendance, overtime, PTO, and other payroll-related information.
• Maintain appropriate payroll documentation and records.
• Assist leadership with financial and business administration as assigned.
• Support budgeting, expense monitoring, vendor coordination, and operational reporting as applicable.
• Maintain strict confidentiality regarding payroll, personnel, financial, and business information.

Policies, Compliance & Practice Standards

• Implement and consistently enforce FMAC policies, procedures, and workplace standards.
• Ensure staff understand and comply with FMAC's established policies and Rules of the Road.
• Promote compliance with HIPAA, patient privacy requirements, and applicable healthcare regulations.
• Maintain confidentiality of patient, personnel, financial, and proprietary business information.
• Assist in developing and updating policies, procedures, training materials, and administrative systems.
• Maintain appropriate documentation and ensure established processes are followed consistently.

Professional Development & Practice Improvement

• Continuously identify opportunities to improve clinic efficiency, employee performance, patient experience, and business operations.
• Participate in relevant conferences, educational workshops, and healthcare-management training.
• Attend Privia-sponsored conferences, workshops, and educational programs as requested.
• Maintain current knowledge of healthcare administration, family medicine operations, practice management, and small-business operations.
• Bring relevant best practices and improvement opportunities to practice leadership.

Required Qualifications

Applicants must meet the following minimum requirements:

• Bachelor's degree from an accredited college or university required.
• Minimum of 3 years of healthcare management, medical practice management, clinic administration, or comparable healthcare leadership experience required.
• Demonstrated experience directly supervising and managing employees.
• Experience with hiring, onboarding, employee training, scheduling, timekeeping/payroll, and performance management.
• Strong understanding of medical office operations and patient workflow.
• Experience working with physicians, advanced practice providers, and healthcare staff.
• Strong computer and business-technology skills.
• Ability to maintain strict confidentiality and appropriately handle sensitive employee, patient, financial, and business information.

Candidates who do not meet the bachelor's degree and healthcare-management experience requirements will not be considered.

Preferred Qualifications

• Master of Business Administration (MBA), Master of Healthcare Administration (MHA), or related graduate degree preferred.
• Previous management experience in a private physician practice or outpatient medical clinic.
• Experience with Privia or a similar physician-practice organization.
• Experience with electronic health record (EHR) and practice-management systems.
• Experience with payroll, budgeting, financial reporting, vendor management, or other medical-practice business functions.
• Experience developing policies, procedures, employee training programs, or operational workflows.

The Successful Candidate

The right person for this position will be more than an administrator. We are looking for a leader who takes ownership of the practice's operations.

Successful candidates will demonstrate:

• Strong leadership and sound professional judgment.
• Initiative and the ability to work independently.
• Excellent organization and attention to detail.
• Exceptional follow-through and personal accountability.
• Strong problem-solving and decision-making abilities.
• Confidence managing employees and addressing performance concerns.
• Ability to have difficult conversations professionally and respectfully.
• Ability to prioritize competing demands in a fast-paced medical environment.
• Excellent written and verbal communication.
• Ability to recognize problems, develop solutions, and communicate appropriately with leadership.
• Professionalism when interacting with physicians, providers, employees, patients, vendors, and business partners.
• A desire to continuously improve systems, processes, and team performance.

We are particularly interested in candidates who can balance being supportive and approachable with maintaining high standards and accountability.

Work Schedule

This is a full-time, in-person leadership position in Conroe, Texas.

Regular office hours are generally:

Monday–Thursday: 7:30 a.m. – 5:00 p.m.
Friday: 7:30 a.m. – 4:00 p.m.

The Clinic Coordinator / Practice Administrator is expected to work the hours necessary to meet the operational needs of the practice.

Occasional Saturday work, meetings, conferences, educational workshops, or additional hours may be required.

Benefits

Eligible employees may have access to:

• Paid Time Off (PTO)
• 401(k) retirement plan
• Dental insurance
• Vision insurance
• Performance-based bonus opportunities
• Travel stipend
• Professional development and continuing education opportunities

Eligibility, waiting periods, contributions, and other benefit terms are governed by FMAC policies and applicable benefit plans.

About Family Medicine Associates of Conroe

Family Medicine Associates of Conroe, PLLC is a private medical practice committed to providing high-quality healthcare to patients and families in the Conroe community.

We believe an excellent medical practice requires both outstanding patient care and strong business operations. Our Clinic Coordinator / Practice Administrator plays an important role in creating the structure, accountability, and operational support that allow our physicians, providers, and employees to succeed.

Compensation

Inquire for Salary. Compensation will be based on experience, education, qualifications, and demonstrated healthcare-management expertise.

How to Apply

Please submit a current resume detailing your healthcare management experience, leadership responsibilities, and educational background.

Qualified candidates should be prepared to discuss specific examples of:

• Managing and developing employees
• Improving clinic or medical-office operations
• Hiring, onboarding, and training staff
• Managing difficult employee or operational situations
• Payroll, financial, or business administration
• Working directly with physicians or medical-practice leadership

We are seeking a long-term leader who is ready to take ownership, build strong teams, improve operations, and contribute to the continued success of Family Medicine Associates of Conroe.