Office Manager

Location:

Our office managers not only oversee daily operations of the dental practice including supervising team members, managing patient flow, achieving team goals, and providing mentorship and training, but they also serve as a vital link between the dentist and the entire team, ensuring smooth communication and coordination. This position requires a leader who exemplifies our values of I.M.P.A.C.T:

• INTEGRITY: Do the right thing when no one is looking.
• MENTORSHIP: We learn from the best and share with the rest.
• PARTNERSHIP: Teamwork, unity & collaboration go faster and further.
• ACTION: We relentlessly pursue results & continuous improvement.
• CARING: We believe empathy will transform lives and strengthen communities.
• TRANSPARENCY: We have radically candid conversations to build authentic relationships.

We’re a long-standing family practice in Westfield, NJ, known for building trust with generations of patients, and for delivering advanced care in a modern, comfortable setting. High Tech Family Dentistry (Family Dental Care of NJ) is seeking an exceptional Dental Office Manager to join our team and lead the non-clinical operations of our dental practice. 

The Practice Leader (PL)/Office Manager will provide leadership and support growth initiatives. They will bring non-clinical operational, managerial, and administrative procedures, reporting structures and operation controls to their assigned practice.  The PL will effectively communicate and foster growth among their team.   This is a vital practice leadership role that will focus on positive patient experience, employee and dentist satisfaction, as well as support growth in their practice. 

This role is not intended to impact the independent clinical judgment and decision making of the licensed providers rendering services at each practice.

WHAT YOU’LL BE DOING:
• Daily Operations: Supervise all practice activities and ensure effective coverage for all positions. Manage all opening and closing duties including reconciling daily financials. Manage the supply inventory and act as the primary point of contact for the practice. Oversee internal billing invoices, maintain CPR certifications, and ensure all office policies, including safety and compliance-related policies and procedures, are followed. Utilize tools and resources, such as Workday, myLearning, metric software, and P&L reports, to effectively and efficiently run the office.
• Communication & Leadership: Plan, organize, and facilitate a daily morning huddle with all team members and additional team meetings as appropriate. Develop and maintain a positive relationship with doctors and regional managers to ensure effective communication across all levels of the company.
• Practice Performance: Achieve results by meeting or exceeding expected monthly and quarterly performance metrics. Ensure end-of-day, weekly, monthly, and quarterly tracking and reporting is accurate and readily accessible to doctors and upper management. Monitor, analyze, and report on weekly/monthly KPI’s. Ensure constant alignment with quarterly IMPACT goals. Report out on goals, KPI’s, etc. to Regional Manager and Doctors as requested.
• Team Member Management & Support: Effectively supervise all practice team members, including managing the team within the Human Resource Information System (HRIS), team member performance management, and issue/conflict resolution. Act as a trusted advisor to team members, providing ongoing guidance, coaching, and support. Help cross train team members for professional development and office efficiency. Manage practice recruiting, hiring, and onboarding of new team members. Manage all team schedules, payroll, and time & attendance, while keeping the appointment scheduler up to date with office hours and doctor availability.
• Patient Support & Guidance: Consistently communicate with patients in a courteous, empathetic, and professional manner. Prioritize the patient experience by overseeing a system for answering telephones that ensures timely response, developing and managing the patient flow through the office, and stepping in to assist wherever needed. Provide support to help encourage patients to accept treatment. Ensure accuracy and attention to detail to minimize patient complaints.
WHAT YOU WILL BRING:
• Skills & Passion: You have a natural ability to relate to others in a compassionate, empathetic way. You have a high level of emotional intelligence and a passion for helping others and ensuring success within the practice.
• Communication: Whether it's leading a morning huddle or presenting to leadership, you’re a confident communicator with excellent presentation skills. You often over-communicate to eliminate doubts, seek regular feedback, routinely summarize key points, and adapt communication style to suit the audience.
• Tech-Savvy: You’re comfortable troubleshooting technical issues within the practice and communicating with IT as needed. You are comfortable using Microsoft Programs, such as Excel, PPT, Word, etc.
• Problem Solver: You’re not just reactive, but proactive in finding creative ways to overcome obstacles and engage team members in issue resolution. You are comfortable mediating and resolving conflicts within the practice in a professional and objective manner.
• A Collaborative Spirit: You thrive in team environments and enjoy working with cross-functional teams to make a real impact

FLSA Status:

We are an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, genetic information, protected veteran status, disability status or other legally protected status. We will make reasonable accommodations for qualified individuals with disabilities unless doing so would result in an undue hardship.

Completion of this form is voluntary and will only be used to report on candidate demographics. Nothing contained in this form will be accessible or used in hiring or other employment decisions. Information provided will be recorded and maintained in a confidential file for reporting purposes only.