Practice Administrator

Position Summary

The Practice Administrator directly oversees provider clinical and administrative operations of the Kidney and Pancreas Transplant Program, including all offsite practices. The program is a fully integrated, multi-disciplinary collaboration of the Department of Surgery/Kidney Surgery, Department of Medicine/Transplant Nephrology and NYP Transplant Service Line. Working closely with the Surgical and Medical Directors, the position reports to the Division Administrator of the Division of Abdominal Organ Transplantation.

Responsibilities

Practice Operations

• Oversee daily operations of the provider practices across the CUIMC main campus and all outreach sites.
• Optimize clinical space utilization and provider scheduling templates to maximize patient access and operational efficiency.
• Partner with offsite location leadership to ensure consistent, high-quality service delivery.
• Monitor clinical operations dashboards, including Front Desk, Scheduling, Referrals, In-Basket messaging.
• Review OR utilization dashboard and participate in division utilization meetings.
• Manage Surgery missing charge deferred charge reports, including and EPIC work queues, to ensure timely and accurate charge submission.
• Support customer satisfaction initiatives and implement patient experience improvement processes as needed.
• Demonstrate initiative, sound judgement, and problem-solving skills in addressing operational issues.
• Contribute expertise to projects, committees and department initiatives.
• Participate in provider credentialing processes, including clinical credentialing and Provider Enrollment Group (PEG) activities.
• Responsible for maintenance and distribution of monthly surgical faculty and fellow call schedules.
• Support marketing and social media efforts to enhance referral base, outreach and program expansion.
• Participate in budget development, reconciliation of projections and quarterly financial meetings.
• Order and manage administrative supplies as needed.

Strategy

• Monitor key performance indicators and implement performance initiatives using EMR dashboard tools.
• Develop and distribute performance reports and dashboards aligned with internal KPI targets.
• Collaborate with the NYP Transplant Service Line to streamline workflows, improve patient access, and meet performance metrics.
• Serve on interdisciplinary committees and participate in strategic and program development meetings as required.

People Management

• Supervise practice administrative associates, medical assistants; coordinate staffing coverage as needed.
• Conduct and document regular meetings and in-services to communicate policies, procedures and operational updates.
• Assist with recruitment, onboarding and human resource management activities.
• Build strong relationships with providers, clinical support teams, external program managers and NYP transplant service line teams to promote team collaboration and enhance patient experience.
• Evaluate staff performance and competencies; provide coaching, training and ongoing feedback.
• Manage timesheets and complete annual evaluations for Columbia and Service Corporation staff.

Compliance

• Ensure all KPI are monitored, met and reported accurately.
• Conduct assessments when targets are not achieved and implement corrective action plan.
• Track, document and report operational and compliance issues.
• Keep current knowledge of organizational, regulatory and patient privacy requirements and ensure completion of all required trainings for self and staff.
• Ensure a safe work environment and strict compliance with HIPAA and patient confidentiality standards.

Minimum Qualifications

• Bachelor?s degree or equivalent in education and experience.
• 4 years of related experience.

Preferred Qualifications

• Master?s Degree is preferred.
• Experience in an academic medical center and/or clinical setting is preferred.

Other Requirements

• Excellent written and oral communication skills.
• Excellent organizational skills and the ability to prioritize multiple tasks, projects and assignments.
• Must be able to interact with all levels of faculty and staff as well as with internal and external constituents.
• Experience in specific hospital systems (EPIC, PowerBI).
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint).