Description
Job Opportunity: Medical Practice & Ambulatory Surgery Center Administrator
Location: 2445 NE Cumulus Avenue, Suites A and B, McMinnville, OR 97128 (Main Office), with oversight of our satellite clinic in Lincoln City.
Employment Type: Full-Time, Exempt
Reports To: Physician/Owner Leadership
Compensation: Dependent on Experience (DOE)
Practice Profile
McMinnville Eye Clinic is one of the premier Ophthalmology practices in the Willamette Valley. Established in 1962, we are a well-respected medical group consisting of four Ophthalmologists and one Optometrist. The primary focus of our medical practice is general ophthalmology. Our comprehensive health enterprise spans two regional locations:
McMinnville (Main Office): A robust facility featuring 14 exam lanes, a full retail optical shop known as Physicians’ Optical , and the attached, state-of-the-art McMinnville Surgery Center. The surgery center opened in April 2022, earned Joint Commission accreditation, and performs cataract surgeries along with other outpatient surgical procedures. It is fully supported by a full-time Director of Nursing and six dedicated staff members. The main office operates 5.5 days per week, including a half-day on Saturdays.
Lincoln City (Satellite Clinic): A secondary location featuring 4 exam lanes and a localized Physicians’ Optical retail shop. Our 4 MD owners and 1 employed OD rotate to this office, which operates 4 days per week.
Together, our clinic and optical departments employ a talented team of more than 50 staff members. We pride ourselves on promoting an outstanding employee culture driven by fairness, continuing education, recognition, and comradery —which reflects in our exceptionally high number of long-term employees.
Position Summary
The Practice Administrator manages real-time, day-to-day operations with the goal of achieving the highest level of patient care/experience, employee satisfaction, provider productivity, and strict adherence to protocols. This leader works collaboratively with our physicians, department supervisors, and staff to achieve practice goals, while supporting overall infrastructure through facility maintenance, system optimizations, and active staff supervision.
Financial Management Evolution Note: To optimize business efficiency and scale our operations, our leadership is open to hiring a fractional controller to oversee specific aspects of the financial management of our health enterprise. The incoming Clinic Administrator will actively collaborate and coordinate workflows with this financial professional to ensure cohesive, strategic fiscal oversight. We anticipate the scope of the controller to differ based on the background/experience of the new administrator.
Key Responsibilities
1. Practice & Business Management
Oversees all aspects of business operations to ensure optimal efficiency and profitability, including:
Financial Analysis: Analyzes and monitors financial performance, preparing and reporting comprehensive metrics at monthly owners’ meetings. If controller is hired, we anticipate the administrator will provide support to the controller in this area.
Fiscal Operations: Oversees accounts payable, multiple checking accounts, monthly bank reconciliations, and month-end financial reporting.
Collaborative Accounting: Works closely with our CPA/contract bookkeeper and smoothly coordinates financial strategies with a potential fractional controller.
Revenue Cycle & Contracts: Monitors the overall revenue cycle, maintains positive payor relations, handles insurance contract administration, and oversees physician credentialing.
Compliance & Reporting: Guarantees full compliance with governmental requirements (including audits, inspections, property taxes, CAT Tax, and 5500 filings) and handles annual MIPS Reporting.
Operational Flow: Optimizes clinic scheduling templates to maximize patient access and provider efficiency.
Strategic Consulting: Partners closely with legal counsel, bankers, and specialized industry consultants while proactively driving reputation management and assuring overall patient satisfaction.
2. Human Resource Management
Oversees all aspects of Human Resources, including:
Cultivating a workplace culture rooted deeply in inclusion, mutual respect, and clear accountability.
Executing the seamless recruitment, onboarding, and orientation of new staff members.
Managing employee benefits administration, including health/dental insurance, 401(k) plan administration, FSA, PTO, and facilitating annual performance evaluations.
Processing regular payroll and ensuring the clean maintenance of our payroll system.
Safeguarding staff compliance and championing continuous internal education initiatives.
3. Facilities and Systems Management
Supervises preventive maintenance, software upgrades, and the strategic procurement of new equipment, implementing new technologies based on modern business needs. Directly oversees the proper operations of:
Technology Systems: IT infrastructure, Electronic Medical Record (EMR) / practice management systems, optical management systems, and our appointment confirmation platform.
Clinical Assets: Advanced diagnostic equipment and essential equipment interfaces.
Office & Utility Management: Telecommunications, postage meters, copiers, and staff timeclocks.
Building Maintenance: Janitorial services, HVAC systems, groundskeeping, plumbing, electrical, lighting, and fire/burglar alarm systems.
Benefits
We offer a comprehensive benefits package designed to support our team's long-term well-being:
401(k) and Retirement Plan options
Health, Dental, and Vision Insurance
Flexible Spending Account (FSA)
Generous Paid Time Off (PTO)
Valuable Employee Discounts
About the Community: McMinnville, Oregon
McMinnville is a vibrant city of approximately 37,000 residents with an expansive regional catchment area exceeding 160,000, beautifully located in the very heart of Oregon wine country. Situated just 40 miles southwest of Portland, McMinnville serves as an exceptional hub for individuals who appreciate a close-knit, small-town atmosphere blended with a rich, sophisticated culture.
Our historic downtown area serves as the bustling heart of the city. Voted one of America’s top travel destinations by Sunset Magazine in 2018, McMinnville features a stunning array of world-class restaurants, cozy wine bars, and innovative craft breweries. Additionally, the region is highly coveted for an active outdoor life: we are located a brief one-hour drive from both the Pacific coast and Portland, two hours from excellent skiing at Mount Hood, and three hours from premier rafting, hiking, fishing, and mountain biking around the Cascade Mountains.
Requirements
Candidate Requirements
Education: Bachelor’s degree is strictly required.
Experience: Minimum of 7 years of medical practice or medical group administration experience is required.
Financial Acumen: Strong financial background featuring previous hands-on accounting and general ledger experience, paired with robust accounts receivable oversight.
Relationship Management: Proven success in cultivating and maintaining professional relationships with referral sources, insurance payers, and outside corporate groups.
Administrative Scope: Expertise across human resources, payroll, benefits administration, facilities management, and physician recruitment/contracting/credentialing oversight.
Work Location: In-person at our facilities.
