Medical Assistant Manager

The Student Health Services mission is to provide leadership for the health of the University community. This position contributes to the mission of OSU Student Health through teamwork and collaboration, participates in organizational committees, provides University outreach, and strives to contribute to the academic success of OSU students.

The Medical Assistant Manager is a member of the Management Team, helping to make overall decisions concerning OSU Student Health organizational mission, vision, values, objectives, and policies. The Medical Assistant Manager is responsible for overall supervision and provision of medical assisting in the OSU Student Health Services.

This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. The incumbent is expected to check in with their direct supervisor or unit leadership daily during University delays or closures to determine if they are required to report to work.

The Medical Assistant Manager reports to the SHS Clinical Services Director.

CLINICAL OPERATIONS AND WORKFLOW MANAGEMENT ' 35%

• Responsible for developing and implementing long and short-term goals, policies, procedures and assessments for the MA unit, at times these decisions may be made in collaboration with the clinical leadership team to ensure alignment with the overall goals and strategic vision of Student Health Services.
• Strategically plans and allocates duties to MA staff, ensuring efficient clinic flow and optimal use of resources, including oversight of Tebeau and specialized student health clinics.
• Adjust staffing plans based on real-time clinic needs, patient volume and strategic priorities to maintain clinic efficiency and support a 1:1 MA/clinician model.
• Oversee and support clinical operations by understanding of the day-to-day responsibilities and duties of the Medical Assistants, and ensuring that MA staff are effectively managing their daily responsibilities and providing high-quality, team based patient care.
• Acts as a clinical resource to MA team.
• Ensure that all MA staff adhere to state and federal compliance requirements, staying updated on relevant regulations and standards.
• Leads the review, update and maintenance of MA policies and procedures in PowerDMS ensuring alignment with clinic goals and compliance standards.
• Oversees infection control and sterilization processes with the autoclave unit, ensuring adherence to safety protocols and maintaining high standards for patient care.
• Manages clinic resources effectively, including coordinating laundry inventory and collaborating with the nurse manager on supply utilization and procurement, ensuring efficient operations and cost-effective resource management.
• Step in to perform Medical Assistant duties when necessary, providing direct patient care, assisting with procedures, and managing patient flow during high demand periods.
• Facilitates effective communication between clinical staff and MAs, including clinicians and MAs. Addresses workflow issues promptly and supports a collaborative environment to ensure efficient, team-based care.
• Work with clinicians to streamline clinic workflows, making sure MAs understand their roles and contribute effectively to patient care.

• Supervise and Manage Medical Assistants. Oversee the daily activities of 13 classified Medical Assistants (MAs), including monitoring performance, providing guidance, and ensuring adherence to clinic protocols.
• Lead the recruitment, interviewing, and hiring/firing process for MA staff, students, temporary employees, and student employees.
• Conduct regular one-on-one development meetings with staff, provide constructive feedback, and prepare and sign annual performance appraisals.
• Identify areas for behavioral and work improvements and implement disciplinary action as needed.
• Develop and lead the orientation process for new MAs, ensuring they are well integrated into the clinic's operations.
• Assess training needs of staff, arrange for appropriate training sessions, and provide ongoing professional development opportunities.
• Coordinate and lead regular team meetings, including creating agendas, addressing team concerns, and discussing operational improvements.
• Manages and optimizes MA staffing schedules, ensuring consistent coverage and balancing staff needs with clinic demands. Coordinates leave, training, and continuing education to maintain a high standard to clinical support. Evaluates staffing needs for both short- and long-term clinic goals.
• Plans, assigns and reviews work: evaluates and corrects operations of the department.
• Resolves patient concerns related to MA staff performance and patient interactions.

• Serves as a key member of the clinic leadership team, working closely with the Medical Director, Clinical Services Director, Nurse Manager and Medical Reception Manager to drive clinic-wide initiatives and improvements.
• Contribute to the overall department budget, stewards of the MA unit budget, and responsible MA for professional development allocation.
• Responsible for pulling and reviewing data for annual reporting and in strategic planning efforts as part of the leadership team.
• Actively participates in clinic and leadership meetings, including the Student Health Management Team, Emergency Preparedness Committee, and Clinical Leadership Team. Contributes to strategic decision making, operational planning and implementation of initiatives that advance clinic goals, including integrating diversity, equity and inclusion principles into all aspects of clinic operations and policies.
• Provides the administrative support for the Emergency Preparedness Committee, ensuring adequate documentation, coordination and communication across the clinic.
• Collaborate with clinic leadership team to develop and update inclusive clinic-wide policies and procedures, ensuring they are current, comprehensive and consistently applied. Facilitates annual reviews and engages in cross-departmental policy development initiates.
• Create and implement a yearly Medical Assistant Peer Review process, including generating Quality Improvement reports on findings to enhance clinic operations and patient care.
• Collaborates with clinic leadership to provide support in maintaining compliance with the Accreditation Association for Ambulatory Health Care (AAAHC) standards.
• Coordinates and directs staff development activities, fostering a culture of continuous learning and skill enhancement among MA staff. Ensures that all MAs meet annual competency requirements and adhere to regulatory standards.
• Provides leadership support to nursing and medical reception team in absence of their respective managers, ensuring continuity of care and operational stability.

• Maintain current BLS certification and ensure all MA staff are similarly certified and up-to-date with necessary qualifications.
• Participate in Student Health Services and Oregon State University staff development activities, including attending conferences, in-services, and trainings.
• Encourage and facilitate opportunities for MA staff to enhance their skills and knowledge, ensuring they remain competent and capable of providing high-quality patient care.
• Ensures that all Medical Assistants receive regular training on topics promoting an inclusive environment, including diversity, equity and inclusion.
• Identify and provide pertinent continuing education information obtained with peers, promoting a culture of continuous learning and professional growth within the team.

• Certified Medical Assistant (CMA) or Certified Clinical Medical Assistant (CCMA) or Registered Medical Assistant (RMA)
• Current BLS certificate; BLS certification must be maintained at all times while employed.
• Two years' experience providing healthcare support in an ambulatory human healthcare facility.
• Two years serving in a supervisory, management, or lead position in an ambulatory human healthcare facility.
• Two years' demonstrated experience in entering, manipulating and retrieving data from an electronic medical record.
• Demonstrated ability to learn new technology and software.
• Excellent communication and interpersonal skills.
• Exceptional organizational and prioritizing skills.
• A demonstrable commitment to enhancing and promoting diversity, equity and inclusion, including a willingness to learn varying cultural medical practices to holistically support patients of diverse cultural backgrounds.

• Clinical experience in a college health setting.
• Experience with supervising staff represented by collective bargaining.
• Experience working in a team-based model of care
• Experience with resource allocation in a clinic setting