Operations Manager
From $90,000/yr
EA is seeking a professional for an opportunity with an independent medical practice in the Lone Tree area (80124). Exceptional Admins (EA) is a boutique company that focuses on placing career minded professionals with growth-minded employers. The philosophy behind the EA process is to deliver top candidates to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, EA takes into consideration the desires of the candidate to produce a strong fit. About the Practice and Team The medical practice is a specialized vascular and interventional radiology service provider focused on delivering advanced, minimally invasive treatments that help patients regain their health without the risks and recovery time associated with traditional surgery. Led by five experienced providers and supported by a compassionate clinical team, the practice combines cutting-edge technology with a patient-first philosophy to diagnose and treat complex conditions with precision and care. Why They Are Hiring As the practice continues to grow, they seek to hire an Operations and Staff Manager to ensure the day-to-day operations of the clinic run smoothly and efficiently. This role will serve as the operational backbone of the organization—overseeing staff coordination, workflows, and administrative systems that support both the clinical team and patient experience. The right individual will bring structure, accountability, and operational insight to a fast-moving healthcare environment. Ultimately, this role allows the doctor and clinical staff to remain focused on delivering exceptional patient care while the operational side of the company continues to scale effectively. ROLE OVERVIEW Operations \& Staff Management — 50% Oversee day-to-day operational functions of the organization to ensure efficiency, consistency, and a high standard of service. * Provide direct oversight of staff, including hiring (for future location growth), onboarding, training coordination, coaching, and performance management. * Training is primarily delivered by position-specific leads, with operational oversight and check-ins provided by the Operations and Staff Manager. * Maintain, assess, and update operational workflows (there’s a large binder outlining all workflows), training manuals, and process documentation to improve efficiency and clarity. * Manage staff schedules to ensure proper operational coverage. * Lead weekly business meetings and monthly team meetings to address operational challenges, improve workflows, and support team performance. * Serve as the primary point of contact with property management for facility maintenance, repairs, and operational needs. * Have 5 direct reports (one lead from each pod/department) Revenue Cycle \& Financial Administration — 20% Support financial operations and ensure accurate revenue cycle processes. * Partner with external vendors responsible for coding and billing services. * Conduct routine billing audits, patient statement audits, and reconciliation of open encounters (in partnership with another staff member). * Monitor insurance payment reconciliation and confirm electronic remittance advice (ERA) deposits are processed correctly. * Support financial accuracy through consistent operational checks and reporting. Human Resources \& Payroll Administration — 10% Support the operational components of human resources and employee administration. * Process bi-weekly payroll, including PTO and sick time tracking and monitoring overtime accrual. * Manage the full lifecycle of employee onboarding, including interviews, system setup, materials preparation, and employee orientation. * Coordinate employee off-boarding and related administrative processes. * Serve as the liaison for HR-related questions and employee administrative support. Marketing \& Reputation Management — 15 % Support the organization’s digital presence and reputation management * Oversee website performance, SEO initiatives, and social media platforms * Manage paid marketing initiatives including digital, print, and local advertising * Monitor and respond to online reviews and social media engagement to maintain a positive reputation * Attend monthly meetings with 3rd-party Marketing consultant handling marketing efforts * Track marketing budgets and report on marketing performance and ROI Risk, Compliance \& Technology Oversight — 5% Ensure operational compliance and support technology needs across the organization * Maintain compliance with applicable regulatory requirements, including HIPAA, OSHA, and MIPS/MACRA through regular training and audits * Coordinate hardware and software needs in partnership with external IT providers * Manage operational aspects of clinical data systems (e.g., eClinicalWorks), including importing/exporting medical imaging and related documentation Desired Background and Attributes * Bachelor’s Degree preferred; relevant professional experience may substitute for formal education * Medical practice experience, a huge plus * Medical billing experience, a huge plus * Demonstrated ability to support operational processes within healthcare, clinical, or service-oriented organizations * Experience managing or coordinating staff and contributing to team performance and accountability * Strong technical proficiency with Electronic Medical Records systems, Google Workspace, Spreadsheet Savviness, and operational reporting tools * Technology or systems implementation experience is a plus * Strong organizational judgment with the ability to prioritize competing responsibilities while maintaining attention to detail * Nimble, adaptable, and solution-oriented with an entrepreneurial mindset * Demonstrated professionalism and discretion when handling sensitive or confidential information Company Offerings (more details forthcoming * Salary: $90k - $120k annual salary * Hours: Fully onsite, current schedule 8:00 am - 5:00 pm * 401k: Eligible employees (as determined by the terms of the plan) may participate in the Medical 401(k) plan after one year of employment. The Practice provides for employee pre-tax deferral contributions and also provides for employer matching funds of 100% for each dollar you contribute up to a maximum Practice contribution of 4% of compensation and also provides for other employer contributions, which are subject to allocation and vesting requirements. * PTO: Eligible employees accrue 6.12 hours per 80 hour pay period for personal time off. Eligible employees accrue 1 hour for every 30 hours worked up to a maximum accrual of 48 hours in a leave year for sick leave on your first day of employment. For purposes of this policy, the leave year is based on an employee’s anniversary date. If you are classified as exempt, you are presumed to work 40 hours per week, unless you are normally scheduled to work fewer than 40 hours, in which case sick leave accrues based on your normal schedule. You may begin using sick leave as it accrues. Vacation accrual stops when the maximum accrual (160 hours) is earned but unused. Accrual will resume when the employee has used their Vacation time and their accrual amount is below the maximum allowed. * Holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas Eve, and Christmas Day * Healthcare: Dental, Medical, Vision offered * Culture: Engaged, attentive, hardworking, customer oriented * Office Esthetic: Airy, modern, abundance of light Interview Cadence (understanding things may pop up 1. Phone screen between candidate and Exceptional Admins (30-mins 2. If a mutual fit, candidate supports formation of portfolio (1.5-hrs 3. Conduct video recording with Exceptional Admins (15-mins 4. First client interview: with candidate, Surgeon of Practice and Exceptional Admins (30-mins, virtual 5. Candidate completes work style assessment (10-mins 6. Second client interview: candidate and company staff (1-hr, onsite 7. Connect with references + Present offer Is this the right fit for yo u? The ideal employee would meet 8 out of the 9 attributes to be successful (and fulfilled) in this role: 1. You are comfortable working within a small, collaborative team where everyone contributes to the success of the practice. 2. You have experience working alongside driven professionals and leaders who move quickly and rely on operational partners to keep the organization running smoothly. 3. You are comfortable in a focused work environment while also bringing a positive, steady presence that contributes to team culture. 4. You demonstrate an exceptional self-directed work ethic and take ownership of your responsibilities. 5. You approach operational challenges with strong problem-solving instincts and see opportunities to improve processes and workflows. 6. One of your highly regarded strengths is your ability to stay organized while managing multiple priorities. 7. You have experience coordinating across different teams or departments to ensure alignment and operational efficiency. 8. You have been involved in human resources or people-management responsibilities such as scheduling, onboarding, or team support. 9. You would describe yourself as adaptable, patient, optimistic, and highly organized. ECCO Medical provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment, and background investigations. Accepting applicants through 04/09/2 6