Practice Administrator (Multi-Site Medical Operations)

Primary Office: Ellicott City, MD | Serving: Glen Burnie & Lutherville

The Opportunity

Join a thriving, high-volume Allergy & Immunology practice as our Practice Administrator. Supporting a dedicated Physician and Physician Assistant across three locations, you will serve as the operational backbone of our organization. We are looking for a financially-savvy leader who can bridge the gap between clinical excellence and business precision.

Key Leadership Pillars

· Financial Stewardship: Take full ownership of the General Ledger. You will manage QuickBooks, AP, bank reconciliations, and payroll cycles—including the filing of Forms 941, 940, and W2/W3.

· Strategic Reporting: Transform data into insights by preparing monthly financial statements and executive summaries that guide the practice’s growth.

· Operational Harmony: Lead a diverse team of medical and administrative professionals. You will be the "glue" that ensures cross-functional communication and efficiency across our Ellicott City, Glen Burnie, and Lutherville offices.

· Systems Expertise: Master our Practice Management software to optimize scheduling, billing, and patient flow

Key HR Responsibilities:

· Talent Acquisition and Onboarding: Managing the full hiring cycle, including recruiting, interviewing, and training new front-desk and clinical staff to ensure competence.

· Performance Management: Conducting annual performance reviews, setting goals, providing constructive feedback, and handling disciplinary actions or terminations.

· Staff Scheduling and Payroll: Reviewing and approving bi-weekly time sheets, creating and managing employee schedules, approving time-off requests, and managing optimal staffing levels based on patient need.

· Compliance and Risk Management: Ensuring the practice adheres to all federal, state, and local employment laws (EEO) and healthcare regulations (HIPAA, OSHA).

· Culture and Team Development: Fostering a supportive team environment, conducting regular staff meetings, resolving interpersonal conflicts, and managing staff engagement.

Key Operational Responsibilities

· Financial Management: Overseeing billing and collections, and managing accounts payable.

· Workflow Optimization: Implementing policies and technology, such as EHR updates, to improve patient flow and efficiency.

· Patient Relations: Ensuring exceptional patient satisfaction by resolving escalated complaints and managing customer service initiatives.

Key Skills Needed

· Leadership and People Management: Ability to motivate a diverse team, resolve conflicts, and drive staff engagement.

· Regulatory Knowledge: Thorough understanding of HIPAA, OSHA, and employment-related laws.

· Communication: Empathetic, clear, and professional communication with staff, providers, and patients.

· Problem-Solving: Ability to think critically, assess situations quickly, and implement practical solutions under pressure

Qualifications for Success

· Education: A Bachelor’s Degree in Business Management is required.

· Proven Tenure: At least 5 years of successful medical office management experience.

· Technical Mastery: Advanced proficiency in QuickBooks, Excel, and Microsoft Outlook.

· Management Style: A proactive communicator who can manage personnel across multiple physical locations while maintaining a unified culture.

Pay: $65,000.00 - $80,000.00 per year

Benefits

• 401(k)
• Health insurance
• Paid time off

Work Location: In person