Office Manager

Title: Office Manager
Practice: Dr. David Thurber, D.D.S Oral & Maxillofacial Surgery
Location: East Syracuse, NY


Pay Range: $29.00 - 35.00 per hour

Office Hours:

Monday-Thursday: 7:00 a.m. - 5:30 p.m.

Friday: 7:00 a.m. - 12:00 p.m. (Rotating schedule; some Fridays may be scheduled off based on provider availability.)

Position Purpose:

The Office Manager supports the Practice Leader in leading daily operations and ensuring the practice's overall success. This role helps maintain high-quality patient care, supports financial and staffing efficiency, ensures compliance with company policies and regulations, and promotes positive relationships among patients, staff, and surgeons. The Office Manager serves as a key leader within the assigned office.

Essential Functions:

Patient Care & Service Excellence

• Ensure every patient receives the highest level of care and customer service.
• Communicate with patients-both in person and by phone-in a friendly, professional, and efficient manner.
• Foster positive, professional relationships among patients, staff, and surgeons.
• Address and resolve patient concerns promptly and effectively.
• Support the maintenance of a clean, safe, and professional clinical environment, including ensuring operatories are properly cleaned, supplies are stocked, equipment is maintained, and staff follow all company policies and regulatory requirements.
• Ensure compliance with training standards, workflows, and operational tools.
• Perform administrative duties as needed.
• Complete additional responsibilities as assigned.

Team Leadership & Staff Development

• Collaborate closely with the Practice Administrator on staffing, scheduling, and other human resources initiatives.
• Assist with recruitment efforts and coordinate timely, thorough onboarding for new team members.
• Support initiatives that promote retention and engagement of high-quality staff.
• Ensure team members receive proper training for their roles and provide retraining when needed.
• Guide, mentor, and support staff to achieve practice goals, maintain quality patient care, and make sound financial decisions. Elevate significant concerns to the Practice Administrator as appropriate.
• Serve in a supervisory capacity in the Practice Administrator's absence.
• Maintain a safe working environment by following OSHA standards and supporting compliance with HIPAA regulations.

Financial & Operational Oversight

• Support efficient scheduling processes and adherence to surgeon scheduling protocols.
• Maintain up-to-date knowledge of insurance plans, copays, fees, and billing processes to effectively manage the practice's insurance and collections functions.
• Ensure patient payments are collected at the time of service.
• Optimize patient flow and manage staffing schedules to meet budgeted payroll goals.
• Assist in maintaining accurate financial records and ensuring weekly bank deposits are completed.
• Collaborate with the marketing and business development teams to manage referrals and support practice growth.

Communication & Practice Coordination

• Maintain open, proactive communication with surgeons and team members regarding practice goals, company updates, and personnel matters.
• Keep the Practice Administrator/Regional Director of Operations informed of key issues and work collaboratively to prevent or resolve challenges.

Qualifications:

Education/Certification:

• High School Diploma or equivalent required (some college, preferred)

Experience:

• Previous customer service and/or dental experience preferred
• 2-3 years leadership/management experience preferred

Performance Requirements:

Skills/Abilities:

• Strong computer skills
• Excellent communication, interpersonal and people management skills
• Ability to handle multiple tasks
• Ability to work in fast-paced environment
• Analytical and detail-oriented
• Able to work independently with exceptional initiative and sound judgment
• Positive attitude, change advocate, able to lead by example

Work environment/Conditions:

• Fast-paced dental office environment
• Overtime is sometimes required as needed to perform job functions
• Some travel as needed for training and to perform job functions
• Safety procedures required including protection to minimize the risks from X-rays
• Potential long hours standing.

What we do for you :

• We offer Medical, Dental, and Vision Insurance plans to our full-time employees.
• Two out of the three medical plans offered include Health Savings Account (HSA) eligibility.
• Company-paid Life, AD&D and Long-Term Disability coverage.
• Additional Voluntary Life and AD&D Insurance for you and your family!
• Voluntary Short-Term Disability Insurance available to you as well
• Dependent Care Flexible Spending Account (FSA) offered.
• Immediately begin saving for retirement through our 401(k) starting with very first paycheck!
• Employer 401(k) contribution and Profit Sharing after six months of employment
• PTO and 8 Paid holidays for fulltime employees!

DISCLAIMER

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities. OPS's management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.