Practice Manager & Department Administrator-Family Health

The Practice Manager & Department Administrator is responsible for the day-to-day administrative, operational, and financial management of the Family Health Center, while also providing administrative support to the academic Department of Family & Community Medicine. The position's primary responsibility is to ensure the efficient operation of the Family Health Center, including clinical practice administration, revenue cycle oversight, staffing, patient scheduling, financial management, regulatory compliance, and coordination with clinical leadership. In addition, the position serves as the academic Department Administrator, supporting the Department Chair and faculty in faculty affairs, budgeting, personnel administration, medical education, research coordination, and institutional reporting. The position works closely with the Department Chair, Dean's Office, clinical faculty, staff, and central administrative offices to ensure effective coordination between the Family Health Center and the academic department. The position reports directly to the Department Chair for Family Health Center operations and departmental priorities, while maintaining a dotted-line reporting relationship to the Executive Associate Dean for Administration & Operations to ensure alignment with institutional policies, financial controls, and standardized academic departmental administrative processes.

In addition to managing the Family Health Center, the position is responsible for the following academic departmental functions, consistent with the administrative expectations established for NYMC clinical departments:

• Oversee the daily administrative operations of the Family Health Center, ensuring efficient workflows, appropriate staffing, effective scheduling, and coordination of clinical and administrative activities.
• Manage clinical practice schedules and administrative staffing to support patient access, provider productivity, and efficient utilization of practice resources.
• Identify opportunities to improve operational efficiency, patient access, administrative processes, and the overall patient experience.
• Develop, implement, and maintain practice policies, procedures, and workflows in collaboration with clinical leadership and in accordance with institutional requirements.
• Coordinate with clinical faculty, staff, vendors, and institutional departments to address operational concerns and support continuity of practice operations.

• Oversee the financial operations of the Family Health Center, including billing, accounts receivable, accounts payable, expense management, and revenue monitoring.
• Work with billing personnel and external billing vendors to monitor claims processing, reimbursement, denials, outstanding receivables, and collection performance.
• Identify opportunities to improve reimbursement and revenue cycle performance, including follow-up on unpaid or delayed claims.
• Develop, monitor, and reconcile the Family Health Center's operating budget, including revenue and expense projections, financial reporting, and variance analysis.
• Monitor key performance indicators, including patient volume, provider productivity, collections, receivables, and operating expenses, and provide regular reports to the Department Chair and Dean's Office.
• Review and coordinate purchasing, vendor payments, contracts, and other financial transactions in accordance with institutional policies.

• Supervise and coordinate the work of assigned clinical and administrative support personnel, including scheduling, performance management, training, and staff development.
• Review and approve employee timesheets, monitor attendance, and coordinate personnel actions with Human Resources and the Office of Academic Administration.
• Assist with recruitment, onboarding, and orientation of practice personnel.
• Coordinate with clinical leadership to ensure appropriate administrative support for physicians and other healthcare professionals.
• Oversee administrative relationships with external service providers, including billing, electronic medical records, medical supplies, and other practice-related vendors.

• Ensure administrative operations comply with applicable institutional policies and federal, state, and local requirements, including patient confidentiality and privacy standards.
• Coordinate administrative support for practice quality improvement initiatives, audits, regulatory reviews, and required documentation.
• Oversee administrative functions related to practice systems, including electronic medical records and practice management software, in coordination with IT and clinical leadership.
• Coordinate marketing, outreach, and practice development initiatives in collaboration with the Department Chair and appropriate institutional offices.
• Serve as the primary administrative liaison between the Family Health Center, Department Chair, Dean's Office, and other institutional departments.

• Perform other duties and special projects as assigned by the Chair of the Department of Family & Community Medicine in support of Family Health Center operations.

• Coordinate faculty appointments, reappointments, promotions, evaluations, and onboarding in collaboration with the Office of Faculty Affairs and Human Resources.
• Maintain accurate departmental faculty and personnel records, including appointment documentation, credentials, and required compliance training.
• Coordinate personnel requisitions, Electronic Personnel Action Forms (EPAFs), and other departmental HR transactions.

• Assist the Department Chair and Dean's Office in preparing and monitoring the academic department's annual operating budget, including designated funds, grants, and other departmental accounts.
• Utilize Banner, Tableau, TouroOne Buy, and other institutional systems to monitor budgets, reconcile transactions, and coordinate purchasing and reimbursements.
• Serve as the departmental liaison to the Office of Academic Administration, Restricted Funds, Human Resources, Payroll, Facilities, and other central administrative offices.

• Coordinate with faculty, clerkship leadership, and the Office of Undergraduate Medical Education to support departmental teaching activities, student rotations, and educational programs, including community preceptor recruitment and coordination.
• Provide administrative support for departmental Continuing Medical Education activities, faculty development, and academic meetings.
• Serve as a liaison between faculty and institutional research offices, including the Office of Research Administration, Institutional Review Board, and Restricted Funds, to support research-related administrative and financial processes.
• Assist with grant-related documentation, reporting, and faculty time-and-effort requirements, as applicable.

• Support the Department Chair in coordinating departmental meetings, initiatives, institutional reporting, and special projects.
• Assist with accreditation-related data collection, departmental communications, and other institutional requirements.
• Represent the department at administrative meetings and coordinate departmental responses to institutional requests.
• Perform other duties as assigned by the Executive Associate Dean for Administration & Operations and the Department Chair, including appropriate administrative cross-coverage.

• Bachelor's degree in Healthcare Administration, Business Administration, or a related field required. An equivalent combination of education and progressively responsible experience may be considered. A master's degree in Healthcare Administration, Business Administration, or a related discipline is preferred.
•  Professional certifications in healthcare practice management or administration are desirable. No specific license required.
• Proficiency in Microsoft Office Suite, particularly Excel, and experience with practice management systems, electronic medical records, financial reporting, and budget management. Familiarity with Banner, Tableau, and institutional purchasing systems is desirable.
• Minimum of five years of progressively responsible administrative or managerial experience in a healthcare or medical practice setting. Experience managing physician practice operations, revenue cycle activities, personnel, and budgets is strongly preferred. Experience in an academic medical center or medical school environment is desirable.
• Demonstrated ability to manage complex clinical practice operations and financial activities, supervise personnel, and coordinate multiple administrative priorities. Strong analytical, organizational, interpersonal, and communication skills, with excellent attention to detail and follow-through.
• Ability to exercise independent judgement, maintain confidentiality, resolve operational challenges, and collaborate effectively with physicians, faculty, staff, and senior institutional leadership.
• Primarily office-based duties, with occasional lifting of materials up to 20 pounds and movement between clinical and administrative work areas.
• Medical practice and academic office environments, with occasional visits to other NYMC or affiliated locations.