Position Summary

Sunnybrook Plastic Surgery Associates (SPSA), within the Division of Plastic Surgery at Sunnybrook Health Sciences Centre, is seeking a highly organized, detail-oriented Office Manager. This individual will play a key operational role in supporting the delivery of high-quality plastic surgical care, overseeing administrative functions, and managing staff and financial systems. The ideal candidate is a proven leader with strong time management and interpersonal skills, and a successful background in medical office environments.

Key Responsibilities

Staff Performance

• Supervise, from an organizational perspective, a team of support staff, including administrative, nursing, and research personnel

• Design, implement, and maintain HR policies and systems

• Conduct performance appraisals and assess training needs

• Set individual goals and evaluate staff performance

• Manage recruitment, onboarding, and training of new employees

• Address staff grievances and handle disciplinary matters

• Ensure compliance with fire, health, and safety regulations

• Foster a culture of teamwork and effective conflict resolution

• Communicate directives from SPSA Principals to staff

Financial Management

• Liaise with external accounting firms and generate financial reports

• Order clinical and office supplies within the divisional budget

• Coordinate payments through the Sunnybrook Foundation

Operations

• Lead the implementation and ongoing management of Accuro EMR system

• Oversee scheduling, vacation tracking, and attendance for staff

• Manage short- and long-term staff absences; step in when necessary

• Monitor adherence to operating protocols and foster continuous improvement

• Maintain office cleanliness and compliance with record retention policies

• Coordinate administrative support for Residents, Fellows, and Medical Students

• Ensure SPSA is in compliance with government legislation and medical regulations

• Maintain shared medical equipment and coordinate necessary repairs

• Contribute to initiatives aligned with SPSA’s organizational mission and goals

Productivity

• Design organizational systems to enhance efficiency and productivity

• Continuously evaluate and improve practice operations and EMR utilization

• Develop protocols to meet clinical and administrative objectives

• Address patient complaints and evaluate patient feedback

• Provide IT support, including hardware, software, and server management

Qualifications

• Minimum 3 years of office or practice management in a medical or hospital setting

• Proven success driving operational improvement in healthcare environments

• Strong leadership with ability to mentor, coach, and hold staff accountable

• Excellent interpersonal skills with ability to collaborate across diverse teams

• Conflict resolution, project management, and team facilitation expertise

• Competency in accounting and business reporting practices

• Advanced verbal and written communication

• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook

• Ability to learn and manage EMR platforms and hospital databases

• Comfortable liaising with IT service providers and updating staff on tech-related changes

Salary Range

$75,000 – $80,000, based on the level of management experience

Benefits: standard health, dental, commencing after 6 month probation period

Vacation: 3 weeks per year