Office Manager - Westchester

New York Plastic Surgical Group • Harrison, NY

5d • $75,000 - $90,000

About The Position

About us : New York Plastic Surgical Group (NYPS Group) is the largest and longest-running private and academic plastic surgery practice in the United States. With more than 20 board-certified plastic surgeons practicing across 10+ affiliated offices, ambulatory surgery centers, and over 20 hospitals, NYPS Group provides expert, comprehensive, and compassionate care. Founded in 1948, NYPS Group, a division of Long Island Plastic Surgical Group, is one of the nation’s most well-established plastic surgery practices, offering patients the collective expertise of specialty-trained surgeons dedicated to achieving exceptional outcomes. Required Experience : Minimum of two (2) years of direct people management experience and five (5) years of experience in a medical practice, surgical practice, or comparable healthcare environment. Demonstrated experience managing day-to-day office operations, including staff coverage, scheduling, patient flow, and real-time resolution of operational issues. Experience overseeing front desk, patient relations, scheduling, and financial workflows, with accountability for accuracy, timeliness, and service standards. Strong working knowledge of practice management systems and operational reporting, with the ability to analyze data, identify issues, and take corrective action. Proven ability to lead, coach, and support staff in a fast-paced clinical environment, balancing hands-on involvement with supervisory responsibility. Excellent interpersonal and communication skills with staff, patients, physicians, and organizational partners. Highly organized and detail-oriented, with strong problem-solving, judgment, and prioritization skills. Knowledge of skin care and med spa services preferred, with a strong customer service orientation.

Requirements

• Minimum of two (2) years of direct people management experience and five (5) years of experience in a medical practice, surgical practice, or comparable healthcare environment.
• Demonstrated experience managing day-to-day office operations, including staff coverage, scheduling, patient flow, and real-time resolution of operational issues.
• Experience overseeing front desk, patient relations, scheduling, and financial workflows, with accountability for accuracy, timeliness, and service standards.
• Strong working knowledge of practice management systems and operational reporting, with the ability to analyze data, identify issues, and take corrective action.
• Proven ability to lead, coach, and support staff in a fast-paced clinical environment, balancing hands-on involvement with supervisory responsibility.
• Excellent interpersonal and communication skills with staff, patients, physicians, and organizational partners.
• Highly organized and detail-oriented, with strong problem-solving, judgment, and prioritization skills.
• Bachelor’s Degree is .

Nice To Haves

• Knowledge of skin care and med spa services preferred, with a strong customer service orientation.
• Master’s Degree preferred.

Responsibilities

• Leadership & Staff Management Build and lead a high-performing, service-oriented team by setting clear expectations and addressing performance issues in real time.
• Provide hands-on leadership and support to staff to ensure daily operations run smoothly.
• Develop and manage staff schedules, monitor coverage, and adjust staffing to meet operational needs.
• Review employee timekeeping and payroll inputs for accuracy.
• Organize and lead team meetings to communicate priorities and ensure follow-through.
• Serve as the primary escalation point for staff and operational issues and implement improvements as needed.
• Support onboarding, training reinforcement, and ongoing coaching to ensure consistency and adherence to office procedures.
• Patient Experience & Office Operations Ensure a safe, welcoming, and efficient office environment for patients and staff.
• Oversee daily patient services for the medical practice and Deep Blue Med Spa to ensure smooth operation .
• Address patient concerns and service issues in real time to support a positive patient experience.
• Manage cosmetic surgery scheduling and ensure patients are informed of medical and financial requirements.
• Coordinate the end-to-end surgical experience, ensuring readiness and timely communication.
• Monitor patient flow and address issues impacting wait times, service quality, or patient satisfaction.
• Partner with staff to support patient conversion efforts and consistent service delivery.
• Financial & Inventory Management Ensure accurate entry of charges and payments and reconcile end-of-day collections.
• Prepare and reconcile petty cash and coordinate cash pick-up as .
• Oversee accounts for receivable and payable activities and resolve discrepancies.
• Order and manage office , clinical, retail, and injectable supplies to support daily operations.
• Conduct regular inventory counts and reconcile variances.
• Generate and review operational and financial reports to monitor performance and identify issues.
• Policies, Compliance & Procedures Develop, implement, and reinforce office policies, procedures, and operational standards.
• Ensure compliance with HIPAA and other applicable regulatory requirements.
• Monitor workflows and adherence to procedures and address gaps as they arise.
• Recommend and implement process improvements to support efficiency, consistency, and compliance.
• Technology & Systems Management Ensure daily functionality of office systems and software supporting scheduling, billing, and patient operations.
• Troubleshoot system issues and coordinate resolution with organizational support teams as needed.
• Ensure staff are trained in systems and follow required workflows and security standards.
• Monitor system usage and identify opportunities to improve efficiency and accuracy.
• Interdepartmental Coordination Coordinate daily operations across clinical, administrative, and organizational teams to ensure alignment and continuity of care.
• Serve as the primary on-site point of contact for cross-departmental issues impacting office operations.
• Ensure effective integration of patient relations, nursing, billing, med spa, facilities, and IT functions to support daily site operations.
• Communicate operational needs, risks, and updates to appropriate partners and leadership.
• Additional Duties Prepare periodic operational summaries or reports as requested by leadership.
• Perform additional duties assigned to ensure effective day-to-day office operations.

Benefits

• Comprehensive Health Benefits: Medical, Dental , and Vision Coverage .
• Voluntary Benefits: Options include Aflac (short-term disability, hospital, accident, and cancer coverage), long-term disability, life insurance, and pet insurance.
• Paid Time Off: 19 PTO days per year, in addition to 8 paid holidays.
• Retirement Benefits: 401(k) plan with a discretionary company match.
• Cosmetic & Med Spa Perks: Employee discounts on services and products at Deep Blue Med Spa.
• Additional discounts through PLUM and Work Advantage programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager