Office & Operations Manager

The Office / Operations Manager is responsible for overseeing daily non-clinical and administrative operations of a busy surgical group to ensure efficiency, regulatory compliance, exceptional patient experience, and operational continuity. This role supervises administrative staff, leads HR administration functions, supports revenue cycle processes, and partners closely with clinical leadership to ensure the surgery center operates smoothly, safely, and profitably. The ideal candidate will have familiarity with the accounting and HR platforms we use, or at least a willingness to learn.

This position is on-site Monday - Friday

Key Responsibilities:

Operations & Workflow

• Partner with the Bookkeeper and Physicians to support surgical case flow, OR scheduling, and resource allocation to optimize productivity
• Maintain operational procedures, policies, and SOPs
• Manage vendor relationships, inventory ordering, and office purchasing
• Manage all other non-clinical duties as assigned
• Print postage and process mail accordingly

Human Resources & People Operations

• Oversee
  HR administration and the employee lifecycle, including onboarding, offboarding, and new-hire paperwork
• Coordinate benefits administration, including 401(k) allocations and annual 401(k) census submission
• Manage the data entry of the HRIS system
• Partner with a workers’ compensation broker to manage claims and complete the required workers’ comp census reporting
• Approve employee timecards and schedules in the timekeeping system
• Work with the Bookkeeper to support payroll processing (payroll experience is a plus).
• Manage employee schedules, PTO, and sick time tracking, as well as coverage planning and staffing levels.
• Lead recruiting efforts: sourcing, screening, interview coordination, reference checks, and hiring.
• Provide coaching and performance feedback to administrative team members

Finance & Revenue Cycle Support

• Work with the Bookkeeper to reconcile payments, cash logs, invoices, and vendor billing.
• Manage employee mileage reimbursements and office-related expense reimbursements.
• Partner with Bookkeeper and Physicians to manage financial obligations, including rent, buy-out payments, and LDP buy-outs

Compliance / Quality / Risk

• Maintain confidentiality and ensure ongoing HIPAA compliance
• Maintain survey readiness (AAAHC, Joint Commission, Medicare/CMS)
• Support QAPI initiatives, safety processes, compliance checklists, and incident reporting
• Prepare DME quarterly sales tax reports

Qualifications

• 5+ years of medical office or surgical center operations leadership experience
• Knowledge of HR administration, including onboarding, benefits, and payroll/timekeeping support
• Strong understanding of insurance, prior authorizations, billing workflows, and revenue cycle fundamentals
• Knowledge of HIPAA, Medicare/CMS requirements, and ASC compliance standards
• Excellent communication, leadership, prioritization, and problem-solving skills
• Experience with HR systems and ERP platforms is a plus
• Proficiency in Microsoft Office
• Team-oriented, strong leadership presence, and comfortable wearing scrubs
• Experience with Accounting and HR systems, or the ability to learn them quickly.

Physical Requirements

• Ability to sit, stand, walk, and move between clinical and administrative areas throughout the day
• Ability to lift to 20 pounds occasionally (files, supplies, office materials)