Office Administrator

Office Administrator I – Dermatology Solutions Group LLC

Dermatology Solutions Group, LLC (DSG) provides professional management services to Southeast Dermatology Group, P.A. (SEDG), a medical practice headquartered in Panama City, Florida with locations throughout the Southeast.

Job Type: Full-time

Job Title: Office Administrator I

Department/Group: Admin

Position Type: Salaried exempt

On a daily basis, the Office Administrator I is responsible for ensuring the smooth operation of the office and administrative functions, providing support to the Director of Derm Operations and the Director of Spa Operations. The position reports to both directors and manages receptionists, medical assistants, Mohs technicians, and aestheticians. The Office Administrator I retains operational responsibility for one or multiple clinic locations and up to 15 employees.

The position is practice focused with the objective of supporting the patient care team in the effective and efficient delivery of patient care.

• Oversees day‑to‑day operations of the office.
• Serves as first point of contact and supervises all staff at assigned location(s).
• Holds staff accountable to company policies and procedures.
• Ensures all staff are held accountable to performing job duties as outlined in job descriptions.
• Ensures processes and resources are in place to deliver the highest level of patient care.
• Independently remedies non‑emergent patient concerns.
• Models appropriate professional behavior with patients, vendors, staff, and providers by phone, in person, and email, and ensures similar conduct throughout staff.
• Maintains facilities and equipment to high standards; escalates issues when appropriate.
• Implements, directs, and adheres to the policies, protocols and procedures of the practice.
• Executes and participates in meetings; communicates changes or additions to the practice and all departments. Addresses issues and congratulates successes.
• Assists DSG management with day‑to‑day projects, while informing them of any challenges or concerns in the practice that need further assistance.
• Facilitates and ensures staff attendance and participation in trainings/meetings provided by Administration or vendors.
• Ensures effective communication between staff, Dermatology, Spa and Medical Providers.
• Oversees and directs inventory levels for office, medical, spa, retail and cosmetic supplies.
• Oversees all departments and regulates hours that personnel are working: time clock, absentee, downtime and schedule management.
• Ensures acceptance of monies is deposited in the correct bank account.
• Ensures accuracies of personnel’s daily work, duties, tasks and responsibilities.
• Facilitates, attends and participates in events at the direction of the Director of Derm Operations, Director of Spa Operations, and Marketing Director.
• Provides support for Human Resources: interview, hire, implement necessary disciplinary actions, and termination.
• Facilitates onboarding and training of new employees in a way that ensures their success.
• Develops and maintains an independent and proactive approach to local problem solving and leadership.
• Discovers, develops, and maintains consistent communication with referral sources.
• Conducts regular on‑site visits to current and potential physician referral offices.
• Connects the providers to speaking/networking/skin cancer screening opportunities in the community to grow awareness of the Practice.
• Proactively pursues opportunities to grow Practice(s) and meet budgeted expectations.
• Maintains strict confidentiality.
• Performs other related duties as assigned.

• Leadership skills to develop a successful team within the practice.
• Ability to handle difficult situations and make the best decisions for the practice.
• Ability to multi‑task and juggle many different responsibilities on a daily basis.
• Excellent communication skills to convey goals and expectations of the practice.
• Recognizes and anticipates problems before they arise and works with a proactive mindset.
• Takes direction well, with a “can do” attitude. Is a problem solver, not a problem creator.
• Proficiency…