Clinic Nurse Manger Assistant

JOB DESCRIPTION

JOB   TITLE: Clinic   Nurse Manger Assistant

DIVISION:   LIFE PACE

DESCRIPTION DATE: February 2026

SUPERVISOR:   Clinic  Nurse Manager

JOB STATUS: Exempt

MVR   REQUIRED: No

SAFETY SENSITIVE: Yes

POSITION SUMMARY: 

The Clinic Manager Assistant is a Registered Nurse who provides operational, administrative, and coordination support to the Clinical Nurse Manager to ensure efficient daily clinic operations, regulatory compliance, and high-quality participant care delivery. This role functions as the execution and follow-through arm of clinic management, supporting staff, workflows, documentation, scheduling, inventory, and quality processes while escalating clinical and regulatory matters appropriately.

PRINCIPAL DUTIES AND RESPONSIBILITIES: 

The following represents the primary duties of the position and is not all-inclusive:

Clinic Operations & Administrative Support

• Support day-to-day clinic operations, ensuring smooth patient flow, staff coverage coordination, and operational readiness.
• Assist with clinic scheduling, including provider calendars, room utilization, and coordination of participant appointments.
• Prepare, organize, and maintain clinic records, logs, and operational documentation for accuracy and completeness.
• Track completion of required clinic forms, audits, and reports; follow up on missing or incomplete items.

Staff & Workflow Coordination

• Serve as a point of contact for clinic staff regarding operational needs, supply issues, scheduling questions, and procedural clarification.
• Assist with onboarding logistics, orientation scheduling, and competency documentation for new clinic staff.

Quality, Compliance & Documentation

• Assist in maintaining compliance with applicable healthcare regulations, internal policies, and PACE program requirements.
• Support Quality Assurance and QAPI activities by preparing documentation, tracking action items, and assisting with audits.

Participant & External Coordination

• Assist with coordination between clinic staff and outside providers such as labs, hospitals, pharmacies, and contracted services.
• Support follow-up activities related to participant clinic visits, referrals, and documentation needs.
• Assist in tracking and documenting clinic-related complaints or grievances in accordance with program policy, escalating as required.

Inventory & Clinic Readiness

• Monitor clinic supplies and inventory levels; assist with ordering and restocking to prevent shortages.
• Support routine checks of clinic equipment and emergency supplies per established procedures.
• Maintain organized clinic spaces conducive to efficient and professional care delivery.

Communication & Support

• Facilitate effective communication between clinic staff, providers, and administrative departments.
• Prepare meeting materials, agendas, and summaries for clinic meetings as assigned.
• Maintain strict confidentiality regarding participants, staff, and organizational matters.

General Duties

• Adhere to LIFE PACE policies, procedures, and standards of conduct.
• Attend meetings, trainings, and in-services as assigned.
• Perform other related duties as assigned to support clinic operations.

 EDUCATION AND EXPERIENCE: 

• Holds and maintains current Registered Nurse license with the State of Oklahoma; post-secondary education in healthcare administration or related field preferred.
• Minimum one year experience in a healthcare clinic, medical office, or care coordination role preferred.
• Experience working with elderly or medically complex populations strongly preferred.

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Working knowledge of clinic operations and healthcare administrative workflows.
• Strong organizational skills with attention to detail and follow-through.
• Ability to prioritize tasks in a fast-paced clinical environment.
• Effective written and verbal communication skills.
• Proficiency with electronic medical records and standard office software.
• Ability to maintain professionalism, confidentiality, and composure in sensitive situations.
• Dependable, adaptable, and able to work collaboratively with multidisciplinary teams.

PHYSICAL REQUIREMENTS: Requires constant hand grasp and finger dexterity; frequent sitting, standing, walking and repetitive leg and arm movements, occasional bending, reaching forward and overhead, squatting and kneeling. Ability to communicate verbally, with an excellent comprehension of the English language. Ability to lift 25 lbs.

WORK ENVIRONMENT: The main work environment is an office/clinic setting of a non-profit organization providing a variety of services to seniors and their families. The activity level is high and the noise level is moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. 

ACKNOWLEDGEMENT: I have read the above job description and fully understand the requirements set forth therein. I meet all the requirements of this position, and I can perform all essential functions of the job. I agree to abide by the requirements set forth in this document. I understand the contents of this job description are presented as a matter of information only and as guidance as to LSS & AFFILIATES program’s expectations for this position. This job description is not intended to give rise to contractual rights or obligations, or to be construed as a guarantee of employment for any specific period of time or for any specific type of work. Furthermore, LSS & AFFILIATES program reserves the right to interpret, amend, modify, or cancel or withdraw any or all sections or provisions of this job description at any time with or without notice.

I understand that employment at LSS & AFFILIATES program is “at will”, meaning that employment is for no definite period of time and may be terminated by me or LSS & AFFILIATES program at any time and for any reason.