About Us
We are a busy and patient-focused medical clinic committed to providing high-quality healthcare services in a professional and compassionate environment. We are currently seeking a reliable and organized Assistant Manager to join our team.
Position Overview
The Assistant Manager is responsible for supporting the daily operations of the organization by overseeing staff, coordinating human resources activities, managing facilities, preparing operational and management reports, and ensuring administrative processes run efficiently. This role serves as a key liaison between staff and leadership, supporting organizational goals and maintaining high standards of service, compliance, and operational excellence. The ideal candidate is a strong leader with advanced proficiency in Microsoft 365 applications, including SharePoint, Excel, and Word.
Key Responsibilities
Staff Management
- Supervise, support, and motivate employees to achieve departmental and organizational objectives.
- Assist with workforce planning, scheduling, workload distribution, and performance monitoring.
- Provide coaching, training, mentoring, and ongoing staff development.
- Conduct performance reviews and support corrective action processes when required.
- Foster a positive, collaborative, and professional work environment.
Human Resources Administration
- Support recruitment, onboarding, and orientation of new employees.
- Maintain employee records and ensure confidentiality of HR information.
- Assist with employee relations, conflict resolution, and policy implementation.
- Coordinate attendance management, leave tracking, and employee documentation.
- Ensure compliance with employment standards, workplace policies, and regulatory requirements.
Facilities Management
- Manage day-to-day facility operations to ensure a safe, organized, and efficient workplace.
- Coordinate maintenance, repairs, security, and vendor relationships.
- Monitor office equipment, inventory, and supply levels.
- Ensure compliance with workplace health and safety standards.
- Oversee facility improvement projects and office space management.
Reporting and Administration
- Prepare and present operational, HR, and performance reports for leadership.
- Develop and track key performance indicators (KPIs).
- Analyze data and provide recommendations to improve operational efficiency.
- Maintain accurate records, documentation, and filing systems.
- Support budgeting, expense tracking, and resource planning activities.
- Prepare reports and presentations for the Director of Clinical Operations and Medical Director.
Systems and Technology
- Utilize Microsoft 365 applications to streamline workflows and improve productivity.
- Manage and maintain SharePoint sites, document libraries, permissions, and workflows.
- Create and analyze reports using Microsoft Excel, including formulas, pivot tables, charts, and dashboards.
- Develop professional correspondence, reports, policies, and procedures using Microsoft Word.
- Support implementation and optimization of digital systems and business processes.
- Provide guidance and training to staff on Microsoft 365 tools as needed.
Qualifications
- Preferred: Bachelor's degree or diploma in Business Administration, Healthcare Administration, Human Resources, Management, or a related field
- 3–5 years of progressively responsible supervisory or administrative experience.
- Experience supporting healthcare, clinical, or professional office environments is considered an asset.
- Demonstrated experience in staff management, HR administration, facilities coordination, and reporting.
Required Skills and Competencies
- Strong leadership and people-management skills.
- Excellent communication and interpersonal abilities.
- Advanced proficiency in M365 (Sharepoint, Excel, Word, Teams)
- Strong analytical, reporting, and problem-solving skills.
- Excellent organizational and time-management abilities.
- Ability to manage multiple priorities in a fast-paced environment.
- High attention to detail, professionalism, and confidentiality.
What We Offer
· Competitive salary based on experience
· Supportive and collaborative work environment
· Opportunities for professional growth
Benefits:
- Extended health care
- Paid time off
Work Location: In person
