Office Manager/Administrator

Job Description

Job Description

About Us

Gateway Oral & Maxillofacial Surgeons of St. Louis is a growing, patient-centered oral surgery practice committed to delivering exceptional clinical care with professionalism, compassion, and precision.

We operate at a concierge level — meaning we value efficiency, attention to detail, and an elevated patient experience. Just as important, we are intentional about protecting a healthy, respectful workplace culture.

We believe excellence comes from teamwork, accountability, emotional maturity, and a positive, solutions-focused mindset.

Who We’re Looking For

We are seeking a mature, dependable professional who takes pride in their work and understands that in a small, growing practice, every team member matters.

Medical or dental practice management experience is required, with oral surgery or specialty practice experience strongly preferred. We are willing to train the right experienced leader on the specific systems and clinical workflows of our practice. The right candidate will bring professionalism, strong communication skills, composure under pressure, sound judgment, and a true team-first attitude.
We are building a long-term team of individuals who represent the practice with confidence, integrity, and care. Most of our staff have been with the practice between 5 and 25 years. We offer a competitive compensation package, including benefits, to the right candidate. 

Position Overview

As the Office Manager/Administrator, you will play a pivotal role in leading the daily operations of our oral surgery practice. Your responsibilities will encompass a wide range of objectives, from financial management and human resources to operational planning, marketing, and compliance. The ideal candidate will be passionate about delivering exceptional patient experiences while creating a collaborative, accountable team environment. Most importantly, the right candidate will be a confident and respected leader who builds trust, communicates clearly, and brings the team together around the goals and standards of the practice.

Key Responsibilities

·       Lead the day-to-day operations of a busy oral surgery practice, overseeing both administrative and clinical support functions.

·       Provide clear leadership, direction, and accountability for the entire team while fostering a positive, professional, and patient-focused culture.

·       Manage staffing needs, including recruiting, hiring, onboarding, training, scheduling, performance management, annual reviews, corrective action, and termination when appropriate.

·       Clearly communicate team roles, responsibilities, expectations, and established practice policies and ensure they are consistently followed.

·       Oversee practice financial performance, including budgeting, billing and collections, expense management, forecasting, and operational planning.

·       Monitor patient and insurance accounts receivable and ensure collections are completed accurately and timely. Understanding of dental/medical billing, insurance processing, and coding required.

·       Review key practice systems and performance metrics regularly, identifying opportunities to improve efficiency, productivity, and profitability.

·       Partner with the owner and outside consultants to evaluate practice performance, establish priorities, and implement operational improvements.

·       Optimize workflows and staffing to support efficient use of the surgeon's clinical time while maintaining excellent patient care.

·       Oversee the patient experience and ensure the team consistently meets or exceeds established customer service standards.

·       Lead staff meetings, training, professional development, and ongoing team communication.

·       Maintain required practice compliance systems and calendars and help ensure adherence to applicable employment, business, clinical, and regulatory requirements.

·       Oversee practice facilities, technology, information systems, and general office operations to ensure they meet established standards.

·       Support marketing initiatives and strategies that strengthen referral relationships and promote continued practice growth.

·       Forecast staffing and operational needs and proactively plan for the practice's continued growth and long-term success.

Qualifications

• Bachelor’s degree in Healthcare Administration, Business Administration, Accounting, or a related field preferred; equivalent combination of education and relevant practice-management experience will be considered.
• Minimum of 3 years of medical or dental practice management experience required; oral surgery or specialty practice experience preferred.
• Experience managing both administrative and clinical support teams preferred.
• Experience with multi-provider practices is a plus.
• Working knowledge of practice financials, budgeting, billing and collections.
• Strong written and verbal communication skills.
• Demonstrated leadership experience, including employee development, performance management, and conflict resolution.
• Strong organizational and problem-solving skills with the ability to manage competing priorities and deadlines.

Core Competencies & Job Requirements

• Leads with professionalism, consistency, sound judgment, and accountability.
• Builds positive working relationships while maintaining appropriate professional boundaries.
• Communicates expectations clearly and addresses performance or behavioral concerns directly and professionally.
• Understands established roles and areas of authority, makes confident decisions within those responsibilities, and recognizes when matters should be escalated to the practice owner.
• Demonstrates strong conflict-resolution skills and the ability to navigate difficult conversations without creating unnecessary disruption within the team.
• Effectively prioritizes, delegates, and follows through while holding team members accountable for assigned responsibilities.
• Demonstrates a high level of accuracy, organization, discretion, and attention to detail.
• Understands fundamental business and practice-management principles and can use financial and operational information to support decision-making.
• Comfortable working independently while collaborating closely with the practice owner, clinical team, administrative team, and outside consultants.
• Proficient in a PC environment and comfortable learning and utilizing practice-management, accounting, payroll, and other business software.
• Able to adapt to changing practice needs while maintaining consistency in established policies, procedures, and expectations.

  Our Hiring Process

We are intentional about who joins our practice, particularly in a leadership role. Our interview process may include multiple conversations and an on-site visit to meet the team, experience the practice environment, and allow both the candidate and our team to determine whether the fit feels right.
In addition to your resume, please include a brief written response addressing:
Why are you interested in leading our practice, and what strengths, experience, and leadership style would you bring to our team?
We are looking for a confident, collaborative leader who values accountability, clear communication, teamwork, exceptional patient care, and a positive workplace culture.

If you are looking for an opportunity to make a meaningful impact in a growing, high-quality specialty practice while working closely with the practice owner and team, we encourage you to apply.