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Administrative Manager

February 25, 2026

Company DescriptionKALAMAZOO ORAL & MAXILLOFACIAL SURGERY, P.C. is a well-established, multi-provider practice based in Portage, Michigan. Committed to providing exceptional oral and maxillofacial care, the practice operates with a patient-focused approach. The team strives to provide excellent clinical outcomes and positive patient experiences. The practice is dedicated to maintaining the highest standards of professionalism and service in its field. Role DescriptionThis is a full-time, on-site role in Portage, MI for an Administrative Manager. The Administrative Manager serves as the primary people leader for the practice and acts as a key bridge between clinical teams, administrative staff, and executive leadership. This role blends human resource functions, staff development, departmental coordination, oversight of administrative operations, and ensures compliance with policies and procedures to ensure smooth functioning of the practice. The Administrative Manager will learn and support each department's workflows to ensure consistent performance, drive efficiency, and lead process-improvement initiatives. While the role leads operational initiatives and people management efforts, it does not carry direct responsibility for financial or business strategy. QualificationsEducation & Experience<ul><li>Strong leadership and team management skills to oversee administrative staff and ensure workflow efficiency</li><li>Experience conducting performance reviews and providing ongoing coaching and staff development</li><li>Experience in office administration, scheduling, and daily operations coordination</li><li>Experience with financial management, including billing processes</li><li>Excellent communication and interpersonal skills to support patient and staff interactions</li><li>Strong organizational skills with attention to detail and accurate record keeping</li><li>Experience in healthcare administration and compliance </li><li>Bachelor's degree in Business Administration, Healthcare Management, or a related field is preferred</li></ul>Knowledge & Skills<ul><li>Working knowledge of HR administration and employment law compliance</li><li>High level of discretion and professionalism in handling confidential information</li><li>Advanced-level expertise in Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and practice management software</li><li>Excellent written and verbal communication skills</li><li>Ability to manage competing priorities in a fast-paced clinical environment</li></ul>Key Competencies<ul><li>Leadership, accountability, and discretion</li><li>High emotional intelligence and professionalism</li><li>Operational problem solving and organizational effectiveness</li><li>Staff development, coaching, and mentoring</li><li>Ability to manage sensitive situations calmly and effectively</li></ul>

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...