Assistant Office Manager

Assistant Office Manager Company Overview At DOCS Dermatology Group, we are not just one of the largest dermatology practices in the nation; we are a dedicated community passionate about skin health! With more than 200 providers across 20 practice brands and 100+ locations in 10 states, we’ve been transforming the lives of our patients for more than 40 years. Our mission is clear: to prioritize our patients with outstanding medical, surgical, and cosmetic dermatology services, all delivered in a friendly, convenient, and compassionate environment. Job Summary The Asst Office Manager (OM) delivers an elevated patient experience while coordinating daily office operations, team workflow, inventory, vendors, equipment service, local marketing, and promotional execution. The Asst OM partners closely with the Office/Practice Manager, providers, Functional Lead, and spa resources to ensure consistent standards, strong communication, efficient operations, and aligned growth efforts across the assigned market. The role provides day-to-day workflow leadership and serves as a primary point of coordination. Formal supervisory authority, including hiring, discipline, performance reviews, and compensation decisions, remains with designated management unless separately assigned. Key Responsibilities: Lead and Day-to-Day Operations Coordinate day-to-day office activities to support safe, efficient, patient-centered operations. Manage coordination of staff schedules, provider scheduling templates, PTO, coverage needs, and other scheduling tasks as assigned. Serve as the first point of contact for routine workflow questions, operational issues, and service-recovery needs; escalate clinical, compliance, employee-relations, and financial matters appropriately. Organize daily priorities, communicate assignments, monitor completion, and support coverage during staffing gaps or high-volume periods. Conduct daily check-ins with providers and key team members to anticipate schedule, staffing, supply, equipment, and patient-experience needs. Identify workflow barriers and recommend practical improvements to the Office Manager. Support onboarding and training of Patient Care Coordinators and reinforce procedures, service standards, and brand expectations. Complete and validate opening, closing, end-of-day reporting, deposit, and operational checklists as assigned. Maintain a clean, organized, professional office environment, including treatment rooms, patient-facing spaces, retail displays, and back-office areas. Inventory Management Own routine inventory oversight for retail skincare products, treatment supplies, office supplies, and other assigned consumables. Maintain accurate par levels, counts, expiration-date controls, storage organization, and inventory logs. Monitor usage trends, anticipate demand related to schedules and promotions, and submit replenishment requests within approved processes and budgets. Receive, inspect, reconcile, label, and store deliveries; promptly resolve shortages, damage, discrepancies, and backorders. Reduce waste and stockouts through rotation, timely escalation, and reporting of slow-moving, expired, or at-risk inventory. Local Marketing and Promotional Coordination Develop and maintain outreach relationships with appropriate local businesses, community partners, and referral opportunities in coordination with DOCS marketing and leadership. Support approved local marketing activities, events, cross-promotions, and community engagement while adhering to brand, privacy, and compliance requirements. Partner with the Functional Lead and Timeless resources to synchronize promotions, treatment offerings, messaging, timing, pricing, materials, and staff readiness between Columbus and Dayton. Ensure the office team understands current promotions, eligibility rules, talking points, scheduling requirements, and workflows before launch. Track outreach activity, leads, conversions, promotion utilization, and patient feedba…

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