Assistant Operations Manager Job Description
Assistant Operations Manager: New York Family Dentistry
The Assistant Operations Manager is responsible for all things related to human resources, training & development, employee culture, and top line growth through the optimized performance of our team and acquiring new relationships through business development. An effective AOM is integral to an organization’s success, as they are required to oversee and manage all things relating to people, including employee recruitment, performance, culture, and compensation. An AOM must have great interpersonal and leadership skills and an ability to delegate. They must also be well versed in data analysis and interpretation. The AOM focuses on people issues such as retention, engagement, training and development, brand, and revenue.
Responsibilities of an AOM include but are not limited to:
The AOM must organize and maintain a workforce that operates efficiently and without toxicity. This means that employee relations and communications falls under the scope of the AOM. If problems arise, it is their responsibility to identify them and determine the best course of action for resolution.
A AOM is responsible for actively scouting new talent for the company. In order to keep up with turnover, they must take into account onboarding time and what parts of the company’s workforce needs replenishment.
An AOM must also keep tabs on the teams operating below them. When deadlines are not met, complaints arise, or a deficiency is suspected, the AOM intervenes with disciplinary action. Conversely, when an individual, or a team performs well, the AOM should recognize these efforts, and incentivize further successes. AOMs also oversee financial compensation strategy including incentive programs to align with profitability and provide a motivating environment.
The AOM is also responsible for top line growth through field operations. In our organization, this means new patients, new service lines/revenue streams, and new referral sources for NYFD.
Preservation of the Office Playbook
The Assistant Operations Manager, by creating a coaching organization that upholds the playbook and core values of the organization, creates a foundational culture of success that allows the organization to scale. The AOM identifies and empowers leaders to maintain the playbook and culture so we can continue to create jobs, and expand our access to care.
Accountability in Metrics
Responsible for: Top Line Growth, NPS of patients, Employee Retention, New Patients for NYFD
Skills of an AOM
As they are the one who is responsible for the conduct and culture within the staff of a company, the AOM must be able to take charge and establish themselves as an authority figure. This means serving disciplinary action if needed, and potentially having to assume responsibility for the shortcomings of those that report to them. It also means highlighting and rewarding employee success.
Proficiency in data entry
As stated above, a large part of the human resource department’s duties is managing compensation.
Therefore, a background in data entry and analysis and experience using Excel and other such programs is an asset. Depending on the size of the company, the AOM may not be involved in the data entry themselves, but they will need to be able to understand it so they can make decisions.
While understanding numbers and statistics play a large part in the role of an AOM, as a professional in human resources the main focus should be on the individuals those figures represent. An AOM’s duties include delegation of work, team management, as well as some conflict mediation. As an ambassador of employee culture, an AOM should be able to lead by example, and be an approachable face of the company for its employees and strategic partners.
The role of an AOM is a tough one to succinctly define in one sentence, because it can have such a varied set of responsibilities. That is why a person appointed to this role is usually an expert at juggling many different tasks at one time. AOMs handle everything from compensation to brand strategy and everything in between, so an effective AOM must not only be good at multitasking, but changing gears from one task to another at the drop of a hat.
As somebody in the business of people, a good AOM must be able to change as quickly as the social climate dictates. For example, workplace ethics operate on an always evolving continuum, and in order to maintain a non-toxic, harmonious workplace an AOM must always practice empathy and stay up to date with the changing social landscape.
NYFD AOM - first 90 days / phase 1 in conjunction with and reporting to the Chief People Officer
Objectives of this Role
- Maintain, develop, and implement employee processes and procedures, using HR systems for proper documentation
- Provide ongoing maintenance of employee data and change workflows across all internal and associated external systems encompassing candidate management, new hire onboarding, and organizational change management
- Lead recruitment efforts, and prepare employees for assignments by establishing and conducting orientation and training programs, to help “set them up for success”
- Identify and recommend areas of improvement to internal standard operating procedures, including team restructuring and morale
- Responsible for data/file management processes related to new hire and termination process across all related databases for all personnel
- Contribute to the design, configuration, and communication activities related to ongoing and annual benefit enrollment process, program, and performance
- Continuously seek to identify, improve, and automate current processes to improve the management and accessibility of key analytical data
Daily and Weekly Responsibilities
- Coordinate all new hire orientation activities/logistics related to the scheduling and preparation of new hire materials, overseeing checklists for all required tasks necessary to onboard new employees and consultants
- Support staff with HR-related issues, including, compensation, benefits, rewards and recognition, vacation, misconduct, and any problem resolution
- Maintain/update HR records and employee files in accordance with HR policies and provide organizational change information for charts and presentations
- Plan, monitor, and appraise HR activities by scheduling management conferences with employees, hearing and resolving employee grievances, training managers to coach and discipline employees, and counseling employees and supervisors
- Champion the onboarding process, ensuring the process is up to date and of high quality, providing clarity and connection for all employees and their role in relation to the overall vision
- Maintain management guidelines by preparing, updating, and recommending human resource policies and procedures
Related keywords: regional manager, manager, operations manager
Job Type: Full-time