Office Manager

Role overview

University Physicians’ Association is hiring a full-time Office Manager for an oncology clinic in Knoxville, Tennessee. This position is responsible for keeping the business office running smoothly, including scheduling, order tracking, and insurance verification. The role also oversees operations across multiple oncology clinic locations.

Working hours

This is a full-time position with operating hours from 8:00 AM to 4:30 PM.

Job knowledge

• Answer administrative and technical questions with a strong level of subject-matter expertise.
• Tackle complex issues effectively and share specialized knowledge with others in the health system.
• Look for opportunities to learn and improve personal or team performance and care quality.
• Identify and make use of employees’ specialized strengths.
• Support continuous performance improvement efforts and apply learning to daily work and cross-functional tasks.
• Stay up to date with the latest tools, products, and trends relevant to the field.

Leadership responsibilities

• Maintain adequate staffing by monitoring and managing established staffing patterns.
• Supervise office staff professionally in line with departmental policies and procedures.
• Address inappropriate employee conduct confidentially and professionally, and follow through with corrective action plans.
• Document both positive and negative employee behavior in writing.
• Support performance reviews and provide input on raises, hiring, promotions, and disciplinary actions.
• Act as a point of contact for scheduling issues and conflicts.
• Coordinate employee communication and training through meetings and huddles as needed.
• Review error reports and provide ongoing feedback to staff about performance.
• Work cooperatively with others and maintain a collaborative approach.
• Help select and develop employees and prepare them for advancement.
• Lead by example and motivate staff to consistently perform at a high level.
• Help build a workplace culture that values recognition, appreciation, and alignment with organizational goals and values.
• Provide the team with the direction and support needed to succeed, while anticipating outside factors that may affect the organization.
• Support and implement change initiatives.

System support responsibilities

• Assist the Director in tracking departmental costs and expenses to stay within budget targets.
• Prepare statistical reports and management information.
• Compare performance metrics with internal and external benchmarks.
• Handle special assignments, including spreadsheets, charts, correspondence, records, and notes.
• Communicate all relevant issues to the Director of Oncology Practices promptly and accurately.

Account responsibilities

• Apply policies and principles to solve everyday problems and manage varied situations independently.
• Oversee daily data entry and audits to ensure statistical information is reported accurately.
• Serve as the on-site resource for troubleshooting technology and business office equipment.
• Direct all office functions, including scheduling and order management.
• Act as the local human resources contact by maintaining employee files and ensuring compliance with TOSHA, TJC, and other licensing or regulatory requirements.
• Maintain medical records and ensure standards and security are followed according to UPA policy.
• Process payroll accurately and on time.
• Manage highly confidential information and interact with staff, physicians, and the Director on a variety of sensitive matters.

Benefits

• Paid time off and sick leave.
• Health, dental, and vision insurance.
• Life and disability coverage.
• 401(k) plan with company match and immediate vesting.
• Additional benefits available.

Requirements

The organization expects the selected candidate to develop the skills and understanding needed to function successfully as an Oncology Office Manager within 4 to 6 months. Applicants should have 1 to 2 years of managerial experience and a high school diploma, bachelor’s degree, or an equivalent qualification.

Skills and abilities

• Understanding of standard precautions and procedures.
• Working knowledge of medical terminology, anatomy, physiology, clinical medicine, and related specialties.
• Familiarity with regulatory guidelines from JACHO, OSHA, and CDC.
• Knowledge of pharmacological actions and interactions.
• Ability to operate standard equipment.
• Counseling skills.

Professionalism, interpersonal, and communication skills

• Build and maintain therapeutic, ethical relationships with patients and the care team while respecting culture, age, gender, and disability.
• Use strong nonverbal, listening, explanatory, questioning, and writing skills.
• Provide clear and concise written and verbal communication to support continuity of care.
• Maintain patient satisfaction and respond quickly to care needs.
• Follow ethical principles related to withholding clinical care, confidentiality, informed consent, and unexpected adverse outcomes.
• Show accountability, commitment, sensitivity, and responsiveness in patient care, staff interactions, and business practices.

Additional information

This role is based at an oncology clinic in Knoxville, TN, and involves oversight of multiple clinic locations. The position includes highly confidential responsibilities and direct coordination with staff, physicians, and the Director of Oncology Practices.