Office Manager

ECAA•Charlotte, NC

9d•Onsite

About The Position

The Office Manager leads the overall operations and development of the Southeast Pain & Spine Care Ballantyne location in Charlotte, North Carolina. This hands-on, onsite role serves as the physicians’ day-to-day operational and administrative partner and as the local liaison between the practice, staff, patients, and ECAA shared services. The Office Manager is accountable for staff management, clinic operations, administrative coordination, facilities, expenses, credentialing coordination, and corporate resource coordination. The role requires strong communication and relationship-building skills, sound judgment, financial and operational acumen, and the ability to manage competing priorities in a fast-paced clinic environment. The Office Manager oversees staff and daily clinical and administrative workflows, supports a high-quality patient experience, and works with physicians and practice leadership to carry out practice priorities. The role also coordinates physician schedules, employee onboarding and recruitment activities, provider credentialing, operating expenses, vendors, and building needs. The position is full-time and exempt, scheduled Monday through Friday from 8:30 a.m. to 4:00 p.m., and includes supervisory responsibilities.

Requirements

At least 3 years of prior healthcare experience.
Previous experience as a healthcare manager or office team lead with supervisory experience; pain management experience is preferred.
Ability to take ownership of front- and back-office operations and serve as the point of contact for non-physician-related issues.
Strong financial and operational aptitude, problem-solving ability, and a solutions-oriented approach to complex challenges.
High standards of confidentiality and integrity, initiative, and ability to foster positive, collaborative relationships across the organization.
Proven project management and time management skills, attention to detail, and a record of meeting deadlines and delivering results.
Exceptional interpersonal and communication skills, professionalism, and ability to represent the organization positively with staff, physicians, mid-level providers, clinical and non-clinical personnel, patients, the public, and vendors, including in high-pressure situations.
Ability to lift 20 pounds without assistance.

Nice To Haves

Bachelor’s degree preferred.
Pain management experience preferred.
Applicants with a medical assistant background who have advanced into administrative and leadership roles in a clinical setting are encouraged to apply.

Responsibilities

Serve as the direct supervisor and operational leader for office staff and oversee the day-to-day operation of the practice.
Manage staffing, schedules, coverage, employee performance, accountability, and staff productivity.
Oversee daily clinical and administrative workflows to support efficient patient flow and a high-quality patient experience.
Lead onboarding, training, and integration of new staff.
Address patient concerns and operational issues promptly and professionally.
Help organize marketing, physician referral connections, lunches, events, and other clinic growth activities.
Establish clear staff expectations and direct operational concerns through the Practice Manager as appropriate.
Identify operational problems proactively, develop solutions, and ensure issues are resolved.
Work with physicians and practice leadership to implement the practice’s direction, priorities, and expectations.
Coordinate and maintain physician schedules, including clinic schedules, operating room and procedure days, and meetings.
Serve as the local liaison with ECAA shared services, including HR, referral coordination, authorization teams, EMR support, credentialing, and other corporate resources.
Identify staffing needs, communicate recruitment priorities, and assist with candidate interviews and other recruitment activities as assigned.
Partner with ECAA Human Resources on employee relations, onboarding, policies, performance concerns, and other personnel matters.
Partner with ECAA Credentialing to monitor provider credentialing, privileging, enrollment, and facility requirements.
Develop and manage an operating expense budget, monitor expenses, and identify ways to reduce costs, improve efficiency, and optimize resources.
Evaluate purchasing, vendor relationships, supplies, and operational processes for value and efficiency.
Serve as the primary contact for the clinical property and day-to-day building matters, including communication with the landlord, building management, and local vendors.
Coordinate maintenance, repairs, service calls, and other facility needs, and ensure the practice remains clean, safe, functional, and appropriately maintained.
Maintain delegated access to physician work email accounts, triage incoming messages, prioritize requests, and identify items requiring physician attention.
Build a culture of accountability, professionalism, teamwork, and operational excellence while balancing the needs of physicians, staff, patients, and ECAA.