Join Our Team
UBMD Pediatrics is seeking an Outpatient Administrative Team Lead to support daily administrative operations across all outpatient divisions. This role is ideal for someone who enjoys coordinating schedules, supporting staff and clinical providers, managing administrative workflows, and keeping operations running smoothly in a fast-paced healthcare environment.
Why Work Here
- Be part of something meaningful – Support care delivery for children and families
- Collaborative environment – Work closely with leadership and clinical teams
- Work-life balance – No weekends or holidays, flexible scheduling options
- Great benefits – Medical, dental, vision, 401(k), PTO, and more
- Career growth – Develop leadership and operational experience
About the Role
This is a non-managerial leadership role that supports the Manager of Administrative Affairs by helping coordinate and execute daily administrative operations. You will play a key role in ensuring timesheets, scheduling, provider support, and administrative workflows are completed accurately, consistently, and efficiently across divisions.
What You’ll Do
Administrative Operations & Coordination
- Support daily administrative workflows across outpatient divisions
- Assist with timesheet tracking, time utilization, and attendance coordination
- Support reimbursement processing and documentation
- Assist with supply procurement and coordination of administrative resources
- Provide support during high-volume periods or staffing gaps
Provide oversight for timely and organized processing of incoming and outgoing mail and faxes
Guide the administrative assistants, within the outpatient divisions, in completing general office and administrative duties.
Assist the Manager of Administrative Affairs with providing administrative support to the Division Chiefs and Medical Directors for the outpatient divisions, respectively, to support departmental operations and organizational priorities.
Scheduling & Timekeeping Support
- Assist with calendar and schedule coordination for providers and teams
- Help ensure accurate and timely submission of timesheets and schedules
- Maintain awareness of staffing needs and communicate gaps
Provider & Administrative Support
- Support onboarding processes (access, scheduling coordination, setup tracking)
- Assist with documentation, recordkeeping, and administrative tasks
- Prepare and maintain meeting minutes and follow-up documentation
- Help coordinate meetings, communications, and follow-ups
- Act as a resource for administrative staff and assist with day-to-day questions
Workflow Coordination & Process Support
- Ensure consistency in administrative processes across divisions
- Identify workflow issues and escalate or help resolve them
- Communicate updates to workflows, policies, and procedures
- Support implementation of process improvements
Team Support & Communication
- Serve as a go-to operational resource for administrative and support staff
- Participate in huddles, check-ins, and team meetings
- Promote a professional, collaborative work environment
- Help reinforce expectations and workflow consistency
Training & Development Support
- Assist with onboarding and training of new administrative staff
- Support cross-training efforts to improve team flexibility
- Identify areas where additional training or support is needed
What We’re Looking For
Experience
- 2+ years in healthcare administration, scheduling, or administrative support
- Experience with timesheets, scheduling, or workflow coordination preferred
Skills
- Strong organization and attention to detail
- Ability to manage multiple priorities and deadlines in a fast-paced environment
- Excellent communication and problem-solving skills
- Comfortable working with scheduling systems and administrative tools
- Ability to work both independently and as part of a team
- Experience supporting provider schedules or administrative teams, preferred
- Previous lead or informal leadership experience, preferred
Requirements
- Associates Degree or higher required
- 50 words per minute minimum typing speed
- English grammar competency
- Understanding of HIPAA and confidentiality standards
- Ability to handle sensitive information with professionalism and confidentiality
Benefits
- Medical, dental, and vision insurance
- 401(k) with employer contribution
- Flexible spending and health savings accounts
- Generous paid time off
- No weekends, holidays, or overnight shifts
- Opportunities for professional growth
Location
Buffalo Niagara Medical Campus
UBMD Pediatrics is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Pay: $23.00 - $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Family leave
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
Work Location: In person
