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Office Manager

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Alexandria, VA, USA
Jan 11, 2026
Management
OFFICE MANAGER OF A LARGE CARDIOVASCULAR PRACTICE
 
At Virginia Heart, we aim to create exceptional experiences for both our patients and our employees. our goal is to provide opportunities for our diverse employee population that develop and grow careers in a team-oriented environment focused on patient care. 
 
Every employee, at every level, begins their journey at Virginia Heart learning about the history of the organization and its established culture built on trust and integrity. Our employees drive this culture, and we want you to be a part of it. 
 
Virginia Heart is Northern Virginia's premier cardiovascular practice, bringing an unparalleled standard of excellence to our patients. We are seeking talented and compassionate Cardiac Technicians to join our team of patient-focused professionals.
 
No nights, no weekends, and no on-call required!  We offer competitive wages and benefits such as health insurance, life insurance, paid holidays and vacation.  
 
Position Summary 
 
Manages administrative/office operations on a day-to-day basis in a manner consistent with Virginia Heart’s mission of providing excellence in cardiovascular care.  Ensures through direct means that capabilities are in place to perform services efficiently and effectively and patients are satisfied.  Works as part of the office team to maintain an environment where employees have high standards for performance, superior working conditions and productive outcomes.

Attributes
 
Strives for outstanding customer service. Demonstrates passion and commitment to role. Able to prioritize and multi-task. Superior interpersonal relationships. Able to communicate effectively. Stays composed under pressure. Possesses flexibility and adapts to changing office dynamics. Empathetic. Exhibits above average to high degree of emotional intelligence.
RESPONSIBILITIES

Office Manager

Manages daily operations of the office including staff, scheduling, equipment, and facility. Ensures systems and processes necessary to facilitate optimal patient flow, enhanced productivity, and high caliber performance to ensure high employee morale and job satisfaction. Monitors in-office patient/physician concerns related to their experience with Virginia Heart, and empowers staff to deliver an exceptional experience, minimizing escalation of patient issues. Recommends improvements in office systems and protocols. Keeps equipment and facilities in good working condition to assure patients' and employees' comfort and safety needs within appropriate budgetary constraints. Provides the tools and training necessary to enable staff to do their jobs effectively.
 
Recruitment, Training & Development

Recruits and hires for talent and capability to fit job requirements with the right kind of candidate. Participates in new employee orientation and helps train on "the Virginia Heart way," including corporate standards. Forecasts demand and recommends changes in staffing levels to balance growth with operational effectiveness. Mentors direct reports to develop consistent skill levels across employee roles. Coordinates and provides training programs and opportunities for professional development to ensure maximum effectiveness of employees. Conducts employee appraisals.  Provides ongoing feedback and encouragement.

Supplies, Technology & Equipment

Ensures required supplies are ordered to maintain adequate office operations. Participates in economical utilization of supplies. Conducts preventive maintenance to ensure that equipment and facility are maintained in a clean and safe manner.
 
Responsibilities
  • Responsible for the performance and supervision of daily administrative/office operations. 
  • Ensures systems and processes necessary to enhance productivity and a high caliber of performance while ensuring good employee morale and job satisfaction.
Scheduling
  • Maintains office assignments for all front office and clinical personnel.
  • Approves/coordinates leave requests to ensure adequate coverage. 
  • Reviews and authorizes bi-weekly time and attendance reports.
Relationship Management 

Patients: Ensures all patient concerns/complaints/suggestions are addressed and followed up on appropriately.
Referring physicians: Ensures all referrals are managed professionally and issues are addressed and followed up on appropriately. Develops and maintains relationships with referring physicians’ office managers to maintain a healthy pipeline (as needed).
Employees: Employs one or more ‘positive’ management styles. Knows when to apply position power and uses authority appropriately. Defines goals and expected outcomes with staff, monitors progress, and provides formal and informal opportunities for professional development. Provides feedback on an ongoing basis. Models desired behavior. Is the catalyst for development of a high-performing team within the office. Assists in keeping employees informed of all changes in personnel/ company policies. Assists in the solutions and appropriate adjustments to complaints received from staff.
Providers: Ensures all provider concerns/complaints/suggestions are addressed and followed up on appropriately.

Reporting Metrics

Works with supervisor to set short- and long-term goals that align with corporate objectives.  Holds staff accountable to commitments by measuring and reporting progress on a regular basis. Analyzes results and makes appropriate adjustments when performance falls short of expectations by a material amount.

Skills & Qualifications
  • Minimum of three years direct management experience in a multi-provider medical office/hospital or related discipline.
  • A  Bachelor's degree in Business Administration or a clinical degree is required. Appropriate experience may be substituted for educational requirements.
  • Prior clinical experience strongly preferred.
  • Strong situational management skills.
  • Strong organizational and analytical skills; able to excel in a fast-paced, multi-tasked environment.
  • Strong written and verbal communication skills.
  • Exceptional interpersonal skills.
  • Computer literate; EMR experience highly desirable.
This job description in no way states or implies that these are the only job duties to be performed by the employee occupying this position. Employee may be required to follow other job-related instructions and to perform other job related duties as requested, subject to all federal, state, and municipal laws.
 
 
 
 
 
 
 
 

About Default
Virginia Heart has over 45 cardiologists and is the leader in cardiovascular care in the Washington D.C. metropolitan area.
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