Assistant Director, Practice Operations

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: John Jay Hall
• Salary Range: $80,000 - $90,000

Position Summary

Under the leadership of the Associate Director of Practice Operations and in collaboration with the Medical Services senior leadership team, the Assistant Director provides strategic and operational leadership to ensure the effective delivery of high-quality, patient-centered care across Medical Services.

The incumbent assists in the development, implementation, and evaluation of operational protocols that promote consistency, accountability, and regulatory compliance, including adherence to AAAHC accreditation standards and HIPAA/FERPA privacy requirements. In the absence of the Associate Director, Practice Operations, the Assistant Director provides supervision to support staff, fostering a culturally responsive, student-focused service environment.

In partnership with the Associate Director of Practice Operations and Medical Services leadership, the Assistant Director ensures seamless coordination of administrative, scheduling, and operational functions that drive efficiency, compliance, and service excellence. This role emphasizes cross-functional collaboration, workflow optimization, and continuous improvement to enhance clinical services and overall operational performance.

The Assistant Director manages medical records, procurement, and resource allocation to ensure business continuity and operational effectiveness. The role contributes to quality assurance activities, data-informed decision-making, and continuous process improvement initiatives that support Medical Services and broader Columbia Health priorities.

This position is an essential, on-site role that requires occasional work on weekends and outside of normal business hours to maintain continuity of operations and responsiveness to clinical and administrative needs.

Responsibilities

Operational Management and Service Alignment (40%)

• Under the leadership of the Associate Director, manage daily operational and administrative functions across Medical Services to ensure operational excellence and coordinated support for high-quality clinical care delivery.
• Serve as the primary point of contact for operational and infrastructure-related issues, including facilities and custodial services, IT systems, telephone systems, mail delivery, and clinical supplies. Troubleshoot issues, communicate effectively with staff, and facilitate timely resolution.
• Collaborate with senior leadership to evaluate and refine operational workflows to meet strategic objectives and accreditation requirements.
• Assist with the development, review, and updating of Medical Services operational policies and procedures to ensure consistency and compliance across functions.
• In collaboration with Columbia Health Human Resources and the Associate Director, conduct periodic audits of TLAM to ensure accurate and compliant time and absence reporting.
• Assist in establishing workflow priorities for Medical Services support staff, promoting accountability and service excellence.
• Serve as a super user for the Electronic Medical Record (EMR) system, providing staff training and supporting effective use of scheduling, reporting, and overall system functionality.
• Lead onboarding and ongoing training for new and existing staff on Medical Services operational policies, procedures, and workflows, fostering consistency, compliance, and a culture of service excellence.
• Foster an inclusive, service-oriented culture aligned with Columbia Health's mission and values.
• Compile and analyze peer review results, both aggregate and individual, to inform performance evaluations and support continuous quality improvement.
• Assist the Associate Vice President, Medical Services, with special projects and initiatives, including management of data related to annual reporting, quality management projects, and ongoing reporting requirements.
• Serve as the acting operational lead in the absence of the Associate Director of Practice Operations.

Strategic Scheduling and Resource Allocation (25%)

• In partnership with the Associate Director, Practice Operations, design, implement, and continuously evaluate Medical Services clinical scheduling to align with clinical priorities, academic cycles, and projected patient demand.
• Utilize data-driven analysis to support short- and long-term coverage planning and respond to emergent clinical needs.
• Develop and manage scheduling protocols that promote optimal provider utilization, reduced patient wait time, and enhanced operational efficiency.
• Coordinate scheduling for new provider onboarding in collaboration with the Associate Director, Practice Operations, ensuring alignment with departmental service models.

Purchasing, Procurement, and Resource Management (15%)

• Oversee centralized procurement and inventory management for Medical Services medical and related supplies.
• In collaboration with the Columbia Health Purchasing Manager and Medical Services leadership, establish and maintain par levels across supply categories, ensuring availability of essential items while maintaining cost efficiency.
• Evaluate vendor performance, negotiate pricing or service agreements as appropriate, and ensure compliance with University purchasing policies; recommend updates to departmental or University purchasing practices as needed.
• Track and reconcile supply-related expenditures in accordance with budgetary guidelines.

Medical Records Management (10%)

• Independently manage all medical records operations, including the receipt, review, and fulfillment of patient health information requests.
• Ensure all release-of-information processes comply fully with HIPAA, FERPA, Columbia Health, and University policies.
• Provide guidance and oversight to staff responsible for medical records retrieval and authorized release requests, ensuring confidentiality and regulatory compliance.
• Ensure timely payment for chargeable records requests.

Quality Management and Compliance (5%)

• Actively participate in quality management (QM) meetings and monitor follow-up action items to support continuous improvement and compliance with AAAHC standards, University policies, and applicable healthcare regulations.
• Collect, analyze, and report operational performance data to support quality improvement initiatives and accreditation reviews.
• Support the preparation of quality assurance reports and documentation for internal and external audits.

Perform other duties as assigned (5%)

Minimum Qualifications

• Bachelor's degree required.
• Minimum of 4-6 years of progressively responsible administrative or operational experience in healthcare, higher education, or a closely related setting.
• Demonstrated analytical and strategic planning skills, with the ability to use data-driven insights to guide operational priorities, resource utilization, and process improvement.
• Experience managing medical records and ensuring HIPAA/FERPA compliance.
• Familiarity with electronic medical record (EMR) systems.
• Strong organizational, interpersonal, and written and verbal communication skills.
• Proven problem-solving skills and the ability to make independent decisions in a dynamic, patient-centered environment.

Preferred Qualifications

• Master's degree in Health Administration, Public Health, or a closely related field.
• Supervisory experience with demonstrated leadership in managing complex organizational workflows.
• Experience with Point and Click (EHR).
• Experience in a university-based or ambulatory medical setting.
• Knowledge of AAAHC accreditation standards and healthcare quality improvement practices.
• Experience with purchasing or procurement processes in a large institutional environment.

Other Requirements

• Visa sponsorship is not available for this role.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

Required

Preferred