Assistant Practice Administrator

Primary Responsibilities

The incumbent may be asked to perform job-related tasks other than those specifically stated in this description. The duties and responsibilities of the position are to be carried out in a manner that is consistent with the Mission, Core Values and Operating Principles of CAO.

• Assists the Practice Administrator in developing, implementing, and overseeing practice objectives, policies, procedures, and systems for daily clinic operations.

• Supports human resources functions, including recruitment assistance, onboarding, and coordination of staff training, payroll submissions, and maintenance of personnel records.

• Assists in the supervision and evaluation of clinic staff performance, including participation in employee scheduling and workflow coordination.

• Helps resolve routine administrative and operational issues, escalating complex matters to the Practice Administrator as needed.

• Compiles and maintains data and reports for fiscal, statistical, and operational review.

• Supports the preparation and monitoring of the annual budget process under the direction of the Practice Administrator.

• Assists with scheduling and conducting staff and training meetings.

• Collaborates with physicians, medical staff, and the Practice Administrator to promote quality patient care and efficient practice operations.

• Maintains strict confidentiality, discretion, and professionalism in handling sensitive information.

• Assists in ensuring regulatory compliance, including credentialing coordination and adherence to payer and Medicare guidelines.

• Coordinates communication with the central office and external vendors as directed.

• Provides administrative oversight for front office functions and supports team members with process improvements.

• Assists with managing accounts receivable, accounts payable, and related financial documentation in collaboration with the Practice Administrator and Central Billing Office (CBO).

• Helps review and track medical and office supply orders.

• Performs other duties as assigned or directed to support practice operations.

REQUIREMENTS AND COMPETENCIES

Required Education and Experience

• Bachelor’s degree in business administration, healthcare administration, or related field preferred.

• Minimum of 5years of experience in healthcare administration, practice operations, or medical office management.

• Proficiency with Microsoft Office suite of products.

• Demonstrated ability to collaborate effectively across multiple departments or functions.

• Strong understanding of healthcare operations, compliance, and patient service standards.

Competencies / Required Skills and Abilities

• Strong interpersonal skills with the ability to build relationships and foster teamwork.

• Demonstrated organizational and problem-solving abilities with attention to detail.

• Ability to prioritize and manage multiple tasks in a fast-paced environment.

• Professional demeanor with excellent verbal and written communication skills.

• Demonstrated reliability, discretion, and sound judgment.

• Proactive and adaptable, able to take direction while also working independently.

• Must be able to read, write, speak, understand, and communicate effectively in English.

Physical Demands

• Must be able to sit for long periods of time and lift up to 25 pounds.
• Must be able to use appropriate body mechanics techniques when performing desk duties.
• Requires frequent bending, reaching, repetitive hand movements, standing, walking, squatting, and sitting.
• Adequate hearing to perform duties in person and over telephone.
• Must be able to communicate clearly to patients in person and over the telephone.
• Visual acuity adequate to perform job duties, including reading materials from printed sources and computer screens.