CENTER FOR URBAN COMMUNITY SVC
Description
The Practice Manager plays a key operational role in Janian Medical Care's citywide primary care services by overseeing day-to-day medical suite operations and supervising site-based clinical support staff, including Medical Assistants (MAs), MA Coordinators, Healthcare Coordinators, Van Coordinators, and Janian Messenger. Reporting to the Assistant Director of Operations - Primary Care, the Practice Manager ensures sites are properly staffed, equipped, and maintained to support safe, efficient, and patient-centered care. The role includes oversight of supplies, equipment, IT coordination, and specialty program support such as vaccine storage and mobile health services.
Essential Functions include, but are not limited to: Supervise site-based clinical support staff, including Medical Assistants, MA Coordinators, Van Coordinators and Janian Messengers; oversee daily task assignments, scheduling, and shift coverage in collaboration with leadership. Provide regular support, coaching, and performance oversight for direct reports, including conducting check-ins, evaluations, and assisting with onboarding and orientation of new staff. Ensure medical suites and mobile units are clean, functional, and properly maintained to support safe and effective care delivery in accordance with OSHA, ADA, and CLIA standards. Oversee inventory management across assigned sites, including ordering, tracking, and restocking medical and administrative supplies. Maintain updated stock logs and "wish lists" (e.g., PPE or seasonal items) to ensure consistent site readiness. Liaise with external vendors (e.g., LabCorp, medical supply distributors) and internal partners (e.g., Facilities and IT) to address equipment needs, deliveries, and infrastructure issues. Report IT-related needs (internet access, peripherals, printers, workstations) to the Assistant Director of Operations and coordinate timely troubleshooting. Actively participate in site-level compliance and safety protocols, including N95 respirator fit testing, equipment audits, vaccine refrigerator checks, and readiness evaluations. Collaborate with the Assistant Director of Operations and Director of Operations to ensure documentation, workflows, and staff practices align with regulatory requirements and internal policies. Manage the day-to-day operations of the Vaccine Program, including ordering and transporting vaccines, overseeing cold chain storage, addressing equipment issues, and supporting eCW documentation accuracy. Coordinate the Retina Camera Program, ensuring timely access, proper equipment usage, and integration with clinical schedules across sites. Oversee Messenger Services, including scheduling and performance management of medical couriers to ensure reliable delivery of supplies and documentation. Collaborate regularly with the Assistant Director of Operations and other members of the leadership team to ensure cohesive operations across the Janian primary care network. Support the implementation of new workflows, protocols, and operational initiatives; provide feedback based on site-level execution and escalate unresolved issues as needed. Participate in operational and cross-program meetings, quality improvement efforts, and initiatives to enhance efficiency, safety, and compliance. Perform other duties as assigned by the Assistant Director of Operations, Director of Operations, or designated clinical leadership. Expectations, include but are not limited to:
Consistently demonstrate reliable and proactive site-level leadership by preparing for and fully participating in supervision with the Assistant Director of Operations. Communicate accurate and timely updates related to staffing, operational readiness, supply needs, and site-level concerns. Implement supervisory feedback in accordance with agency expectations. Uphold professional standards of conduct by fostering collaborative and respectful working relationships with internal and external stakeholders, including clinical staff, program partners, and administrative colleagues. Represent Janian Medical Care and CUCS in alignment with agency policies, procedures, and codes of ethical practice. Contribute to a positive, team-oriented work environment by actively engaging in site-based meetings, staff trainings, and quality improvement initiatives. Promote staff accountability, cross-functional collaboration, and a culture of continuous learning and performance improvement. Serve as the designated operational contact for assigned medical suites and mobile units, ensuring that administrative operations are consistently aligned with clinical workflows and that day-to-day site functioning supports effective service delivery. Facilitate the implementation of new operational procedures, workflows, and compliance-related initiatives as directed by supervisory leadership. Provide timely and constructive feedback on implementation challenges to support the refinement and sustainability of new practices. Exercise sound judgment and operational awareness in managing day-to-day responsibilities. Address routine matters within the scope of authority and escalate unresolved, complex, or systemic issues to the Assistant Director of Operations or Director of Operations in a timely, solution-focused, and policy-aligned manner. Requirements
Education & Experience:
Bachelor's degree preferred with minimum of 2 years of relevant experience in healthcare or administrative operations in a supervisory or coordination role, or Associates diploma with 4 years of relevant experience in healthcare or administrative operations, including at least 2 years in a supervisory or coordination role, or High school diploma with 6 years of relevant experience in healthcare or administrative operations, including at least 2 years in a supervisory or coordination role. Experience working in a community-based, multidisciplinary, or integrated care setting strongly preferred. Knowledge, Skills, and Abilities:
Strong organizational skills and ability to manage competing priorities across multiple sites. Supervisory experience with frontline or support staff in a healthcare or human services environment. Basic understanding of compliance and safety standards in healthcare settings, including OSHA, ADA, and HIPAA. Proficiency in Microsoft Office (Excel, Outlook, Word); familiarity with EHR systems and inventory tracking preferred. Demonstrated ability to work independently while maintaining collaborative relationships with clinical teams and support staff. Strong written and verbal communication skills and an interest in public health, integrated care, or operations. Physical Demands:
The physical demands described below are generally required to perform the essential job functions for this role. Reasonable accommodations may be made for individuals with disabilities.
Sit and stand for extended periods of time Walk, bend over, reach overhead, grasp, push, pull, and move Lift and move items or equipment weighing up to 20 pounds Walk up/down stairs (note, most agency sites have elevators) Work primarily indoors in a standard, open space office environment and operate standard office equipment. Note that some community-based programs require working outdoors. View and read computer screens and written documents, and enter data into computer. Ability to commute via public transportation for lengthy periods of time. Ability to travel to various locations.
The Practice Manager plays a key operational role in Janian Medical Care's citywide primary care services by overseeing day-to-day medical suite operations and supervising site-based clinical support staff, including Medical Assistants (MAs), MA Coordinators, Healthcare Coordinators, Van Coordinators, and Janian Messenger. Reporting to the Assistant Director of Operations - Primary Care, the Practice Manager ensures sites are properly staffed, equipped, and maintained to support safe, efficient, and patient-centered care. The role includes oversight of supplies, equipment, IT coordination, and specialty program support such as vaccine storage and mobile health services.
Essential Functions include, but are not limited to: Supervise site-based clinical support staff, including Medical Assistants, MA Coordinators, Van Coordinators and Janian Messengers; oversee daily task assignments, scheduling, and shift coverage in collaboration with leadership. Provide regular support, coaching, and performance oversight for direct reports, including conducting check-ins, evaluations, and assisting with onboarding and orientation of new staff. Ensure medical suites and mobile units are clean, functional, and properly maintained to support safe and effective care delivery in accordance with OSHA, ADA, and CLIA standards. Oversee inventory management across assigned sites, including ordering, tracking, and restocking medical and administrative supplies. Maintain updated stock logs and "wish lists" (e.g., PPE or seasonal items) to ensure consistent site readiness. Liaise with external vendors (e.g., LabCorp, medical supply distributors) and internal partners (e.g., Facilities and IT) to address equipment needs, deliveries, and infrastructure issues. Report IT-related needs (internet access, peripherals, printers, workstations) to the Assistant Director of Operations and coordinate timely troubleshooting. Actively participate in site-level compliance and safety protocols, including N95 respirator fit testing, equipment audits, vaccine refrigerator checks, and readiness evaluations. Collaborate with the Assistant Director of Operations and Director of Operations to ensure documentation, workflows, and staff practices align with regulatory requirements and internal policies. Manage the day-to-day operations of the Vaccine Program, including ordering and transporting vaccines, overseeing cold chain storage, addressing equipment issues, and supporting eCW documentation accuracy. Coordinate the Retina Camera Program, ensuring timely access, proper equipment usage, and integration with clinical schedules across sites. Oversee Messenger Services, including scheduling and performance management of medical couriers to ensure reliable delivery of supplies and documentation. Collaborate regularly with the Assistant Director of Operations and other members of the leadership team to ensure cohesive operations across the Janian primary care network. Support the implementation of new workflows, protocols, and operational initiatives; provide feedback based on site-level execution and escalate unresolved issues as needed. Participate in operational and cross-program meetings, quality improvement efforts, and initiatives to enhance efficiency, safety, and compliance. Perform other duties as assigned by the Assistant Director of Operations, Director of Operations, or designated clinical leadership. Expectations, include but are not limited to:
Consistently demonstrate reliable and proactive site-level leadership by preparing for and fully participating in supervision with the Assistant Director of Operations. Communicate accurate and timely updates related to staffing, operational readiness, supply needs, and site-level concerns. Implement supervisory feedback in accordance with agency expectations. Uphold professional standards of conduct by fostering collaborative and respectful working relationships with internal and external stakeholders, including clinical staff, program partners, and administrative colleagues. Represent Janian Medical Care and CUCS in alignment with agency policies, procedures, and codes of ethical practice. Contribute to a positive, team-oriented work environment by actively engaging in site-based meetings, staff trainings, and quality improvement initiatives. Promote staff accountability, cross-functional collaboration, and a culture of continuous learning and performance improvement. Serve as the designated operational contact for assigned medical suites and mobile units, ensuring that administrative operations are consistently aligned with clinical workflows and that day-to-day site functioning supports effective service delivery. Facilitate the implementation of new operational procedures, workflows, and compliance-related initiatives as directed by supervisory leadership. Provide timely and constructive feedback on implementation challenges to support the refinement and sustainability of new practices. Exercise sound judgment and operational awareness in managing day-to-day responsibilities. Address routine matters within the scope of authority and escalate unresolved, complex, or systemic issues to the Assistant Director of Operations or Director of Operations in a timely, solution-focused, and policy-aligned manner. Requirements
Education & Experience:
Bachelor's degree preferred with minimum of 2 years of relevant experience in healthcare or administrative operations in a supervisory or coordination role, or Associates diploma with 4 years of relevant experience in healthcare or administrative operations, including at least 2 years in a supervisory or coordination role, or High school diploma with 6 years of relevant experience in healthcare or administrative operations, including at least 2 years in a supervisory or coordination role. Experience working in a community-based, multidisciplinary, or integrated care setting strongly preferred. Knowledge, Skills, and Abilities:
Strong organizational skills and ability to manage competing priorities across multiple sites. Supervisory experience with frontline or support staff in a healthcare or human services environment. Basic understanding of compliance and safety standards in healthcare settings, including OSHA, ADA, and HIPAA. Proficiency in Microsoft Office (Excel, Outlook, Word); familiarity with EHR systems and inventory tracking preferred. Demonstrated ability to work independently while maintaining collaborative relationships with clinical teams and support staff. Strong written and verbal communication skills and an interest in public health, integrated care, or operations. Physical Demands:
The physical demands described below are generally required to perform the essential job functions for this role. Reasonable accommodations may be made for individuals with disabilities.
Sit and stand for extended periods of time Walk, bend over, reach overhead, grasp, push, pull, and move Lift and move items or equipment weighing up to 20 pounds Walk up/down stairs (note, most agency sites have elevators) Work primarily indoors in a standard, open space office environment and operate standard office equipment. Note that some community-based programs require working outdoors. View and read computer screens and written documents, and enter data into computer. Ability to commute via public transportation for lengthy periods of time. Ability to travel to various locations.