Assistant Manager, Operations

Tennessee Oncology, one of the nation’s largest, community-based cancer care specialists, is home to one of the leading clinical trial networks in the country. Established 1976 in Nashville, Tennessee Oncology’s mission remains unchanged: To provide access to high-quality cancer care and the expertise of clinical research for all patients, at convenient locations within their community and close to their home. Our growing network of physicians and locations is based on this mission. Tennessee Oncology is committed to advancing both the science of detection and targeted treatments, and to making these advances available to every patient. We believe caring for cancer patients is a privilege.

Why Join Us? We are looking for talented and highly-motivated individuals who demonstrate a natural desire to support the meaningful work of community oncologists and the patients we serve.

Job Description:

Management position responsible for assisting with the overall day to day operation of the clinic including front office, lab and clinical teams. The Assistant Operations Manager is responsible in collaboration with the Operations Manager for providing leadership, staff oversight, training and development and management of key functions and processes in order to assure provision of high-quality patient care.  He/she supports and adheres to Tennessee Oncology mission, vision and values.  He/she works with Operations Manager to assure compliance for all governing agents in collaboration with Team Leads to include but not limited to: OSHA, QOPI, PQRS, MIPS/MACRA, etc.  In the absence of the Operations Manager, the Assistant Operations Manager assumes responsibility for the entire scope of his/her responsibilities. 

ESSENTIAL FUNCTIONS:

• Assists with staffing (minimum 50%), scheduling and flow of the clinic to ensure safe environment and quality patient care

• Assists with planning, directing, organizing and coordinating the clinical and administrative activities of the clinics

• Responsible for payroll and overtime as assigned

• Coordinates the review, approval and coverage of staff requests for time off as assigned

• Assists with oversight and management of all inventory and purchasing.

• Assists with completion of annual evaluations and counseling and/or disciplinary processes/corrective action at the verbal or written level 

• Attends meetings as required

• Conducts monthly staff meetings in the absence of the Operations Manager

• Works collaboratively with Operations Manager to disseminate information from meetings with management to staff at clinic.

• Collaborates with providers concerning operations and reports up to appropriate TN ONC leadership

• Supports and communicates TNONC strategic goals and priorities to staff as requested

• Evaluates need for and effectively leads process improvement/process change projects and new and/or current initiatives.

• Routinely reviews reports/audits results, etc. as assigned to ensures that key performance indicators are met.  Holds team leads and staff accountable

• Works with Operations Manager to enhance operational effectiveness, emphasizing cost containment, high quality patient care and patient/employee satisfaction.

• Creates and maintains an environment of trust, integrity, open communication, teamwork and respect

• Establishes a culture of accountability and praise and recognition

• Ensures effective bidirectional communication between the clinic and upper level management.

• Delegates to and follows up on delegated tasks to team lead/staff.

• Rounds in conjunction with Operations Manager on staff and patients in clinic soliciting feedback on needs and offering support as needed

• Maintains competencies to be in staffing as needed

• Assures timelines and deadlines are routinely met by self and supervised staff

• Investigates and resolves patient/staff events in a timely manner

• Works collaboratively with others who interact with the clinic as well as with vendors, contractors, and building maintenance

• Assists with outside vendor requirements such as building maintenance, supply companies, property management, cleaning services, phone & cable services as well as all equipment needs and repairs

• Other duties as required

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to communicate with a diverse group of individuals with various degrees of training and education.
• Excellent written and verbal communication skills with the ability to effectively communicate and establish collaborative relationships with physicians, patients, clinical and administrative staff, and the public.
• High level of customer service ethics with courteous demeanor and the ability to process patient and public inquiries, including complaints, and respond with poise and efficiency.
• Ability to react calmly and effectively in emergency situations.
• Knowledge of clinic office procedures, medical practice and medical terminology.
• Knowledge of organizational policies, procedures, systems and objectives.
• Ability to interpret, adapt and apply guidelines and policies and procedures.
• Ability to organize, delegate and supervise.
• Ability to recognize, evaluate and solve problems.
• Ability to plan, implement and manage multiple projects simultaneously.
• Ability to use proper grammar, spelling, punctuation and sentence structure to answer correspondence and prepare reports.
• Strong organizational skills and attention to detail.
• High level of discretion to work with confidential information.
• Proficient in the use of computer applications regarding productivity (MS Word, Excel, Outlook), database and patient scheduling and other medical information systems.
• Ability to operate various type of office equipment.
• Builds positive relationships
• Builds strong sense of teamwork and purpose

EDUCATION & EXPERIENCE:

• Minimum of 1 year of experience, preferably in an outpatient medical practice or with Oncology/Hematology knowledge.
• Previous supervisory experience preferred
• High School Diploma or equivalent required; Associate Degree or higher preferred
• Experience with healthcare clinic policies and procedures preferred

PHYSICAL REQUIREMENTS:

• Must be willing and able to lift up to 50 pounds.
• Must be willing to travel to satellite clinics when necessary.