Oral Surgery Practice Administrator

Job Description

Job Description

Description:

SCHEDULE: Monday–Friday, with flexibility based on operational needs

REPORTS TO: Chief Executive Officer

POSITION SUMMARY

Northern Virginia Surgical Arts is seeking an experienced Practice Administrator to lead the daily non-clinical operations of our multi-location oral and maxillofacial surgery practice. We operate five locations across Arlington, Gainesville, Manassas, Manassas Park, and Warrenton.

This is not a desk-only administrative position. The Practice Administrator is expected to be visible in the offices, understand what is happening at the operational level, make timely decisions, and hold leaders accountable for results.

The successful candidate will establish consistent operating standards across all locations, develop and support office leadership, improve communication and workflow, and ensure that decisions are implemented and sustained. This position serves as the primary operational link between executive leadership, surgeons, office supervisors, and administrative departments.

The Practice Administrator will have meaningful authority over non-clinical operations while respecting that all clinical decisions remain under the authority of the practice’s surgeons.

KEY RESPONSIBILITIES

Multi-Location Operations

• Oversee daily non-clinical operations across all five practice locations.
• Maintain a regular in-office presence and travel between locations based on operational priorities.
• Establish consistent workflows, expectations, and service standards across the organization.
• Identify operational breakdowns and ensure corrective actions are assigned, completed, and measured.
• Ensure that leadership decisions are communicated clearly and implemented consistently.
• Coordinate provider schedules, staffing needs, office capacity, equipment availability, and patient flow.
• Lead new-location openings, office transitions, and other operational growth initiatives as assigned.

Leadership and Accountability

• Directly supervise, coach, and evaluate office supervisors and designated administrative leaders.
• Clarify decision-making authority, responsibilities, and performance expectations.
• Conduct structured one-on-one meetings and recurring operational leadership meetings.
• Address performance and conduct concerns promptly and consistently.
• Build a leadership culture based on accountability, professionalism, direct communication, and follow-through.
• Develop succession plans and identify employees with leadership potential.
• Create an environment where employees receive clear direction and are not forced to navigate conflicting instructions.

People and Staffing

• Partner with Human Resources to recruit, onboard, develop, and retain qualified team members.
• Monitor staffing levels, labor utilization, overtime, attendance, and scheduling efficiency.
• Ensure that new employees receive structured training and competency validation.
• Support performance reviews, corrective action, employee relations, and leadership development.
• Improve employee engagement and retention without lowering performance standards.
• Ensure policies are applied consistently across locations and departments.

Financial and Performance Management

• Monitor operational and financial performance, including:
  • Production and collections
  • Accounts receivable
  • Schedule utilization and surgical case volume
  • Consultation-to-treatment conversion
  • Staffing costs and overtime
  • Supply and inventory expenses
  • Patient cancellations and no-shows
  • Referral activity
  • Patient experience and service recovery
• Review monthly financial results, budget variances, expenses, and operational trends.
• Develop action plans when performance falls below expectations.
• Partner with Revenue Cycle Management, Finance, and executive leadership to improve collections, reduce preventable write-offs, and strengthen financial controls.
• Help prepare operating budgets and ensure leaders remain accountable to approved spending.
• Maintain effective controls over purchasing, inventory, vendor relationships, and consignment products.

Patient Experience and Practice Growth

• Ensure patients receive professional, responsive, and consistent service at every location.
• Monitor scheduling access, call handling, treatment coordination, and patient communication.
• Resolve escalated patient concerns and identify the underlying process failures that caused them.
• Support relationships with referring dental offices and ensure referral communications are handled promptly.
• Partner with marketing and business-development leadership to support surgical case growth.
• Promote a scheduling culture that removes unnecessary barriers to patient consultations.

Policies, Systems, and Compliance

• Develop, document, implement, and audit standard operating procedures.
• Ensure employees are trained on current processes and that compliance is verified.
• Maintain operational compliance with HIPAA, OSHA, employment policies, safety requirements, and applicable healthcare regulations.
• Partner with clinical leadership on infection control, emergency preparedness, and clinical-support workflows without interfering with clinical judgment.
• Ensure that practice-management systems, reporting tools, and technology are used accurately and consistently.
• Maintain accurate operational records and provide leadership with timely, reliable reporting.

Requirements:

REQUIRED QUALIFICATIONS

• At least seven years of progressive healthcare or dental practice-management experience.
• At least three years of leadership responsibility within a multi-location organization.
• Demonstrated experience directly managing managers, supervisors, or department leaders.
• Strong knowledge of healthcare operations, staffing, budgeting, financial reporting, compliance, and performance management.
• Proven ability to implement standardized processes across multiple locations.
• Experience managing organizational change and holding employees accountable.
• Ability to interpret operational and financial reports and convert findings into specific action plans.
• Strong written, verbal, conflict-resolution, and executive communication skills.
• High degree of professional judgment, discretion, and confidentiality.
• Proficiency with practice-management systems, Microsoft Office, reporting tools, and HR or payroll platforms.
• Ability and willingness to travel regularly among Northern Virginia practice locations.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in healthcare administration, business administration, or a related field.
• Experience in oral surgery, dental surgery, specialty dentistry, or another surgical practice.
• Experience with revenue-cycle management, referral-based practice growth, inventory controls, and provider scheduling.
• Experience supporting a growing physician- or surgeon-led organization.
• Familiarity with Sensei Cloud and Paylocity.
• Experience opening, integrating, or restructuring healthcare locations.