OB Division Manager

Position Summary:

The OB Division Manager is responsible for the daily operations and strategic oversight of the
Obstetrics (OB) Pool Division. This includes supervising administrative processes, managing
HR and staffing functions, overseeing financial and operational tasks, and supporting both
clinical and non-clinical team members. The ideal candidate is highly organized, detail-oriented,
and able to effectively lead teams while ensuring compliance, efficiency, and excellent patient
and staff experiences.

Key Responsibilities:
Financial & Administrative Oversight

• Manage invoicing and accounting processes.
• Ensure appropriate cost centers are accurately charged.
• Monitor division expenses and assist with budget-related approvals.

Facilities & Operational Coordination

• Conduct quarterly audits of closets and storage areas.
• Attend parking and facility-related meetings as needed.

Scheduling & Calendar Management

• Maintain and manage calendars for:
• Staff birthdays and anniversaries
• Time off requests and staff access
• Division call schedules (including backups and monthly updates)
• New patient rotation scheduling
• Support FMLA tracking and physician call assignments.

Staffing & Workforce Management

• Daily staffing coordination and morning call check-ins.
• Maintain a weekly staffing spreadsheet and make assignments.
• Notify physicians/Office Managers of any staffing changes.
• Manage employee spreadsheet including new hires, terminations, and transfers.

Human Resources

• Post open positions and coordinate recruitment efforts.
• Collaborate with recruiters and coordinate candidate interviews.
• Complete onboarding forms: background checks, employment verification, hiring forms
• Conduct corrective action documentation, performance reviews (90-day & annual), and employee coaching.

Information Technology

• Initiate and oversee bids for new equipment.
• Track and manage IT requests for the practices

Meeting Coordination

• Document and distribute meeting minutes.
• Facilitate monthly 1:1 meetings with Office Managers and support physician meetings.

Patient Satisfaction & Training

• Review NRC patient feedback and service alerts.
• Coordinate service recovery and identify training opportunities.
• Support staff and physician education and development.

Office & Supply Management

• Approve and monitor office supply usage and ordering.
• Manage login credentials and maintain an updated supply list.

Task Management & Auditing

• Assist with task audits, including CSR and past-due tasks.
• Report task trends to RCM and Practice Consultant
• Monitor and review specific task categories

Time Off Management

• Approve and track employee time off requests.
• Ensure staff have adequate PTO for scheduled leave.

Qualifications:

• Proven experience in healthcare administration or office management, preferably in OB/GYN or women’s health settings.
• Strong understanding of HR processes, scheduling, and staff supervision.
• Excellent communication, organizational, and problem-solving skills.
• Proficient in Google Suite, EMR systems, and healthcare software such as Phreesia.
• Ability to manage multiple priorities with attention to detail.
• Business Degree (Associate or Bachelor’s) preferred, but not required.