Administrative Operations Manager

Company Overview:

Summit Spine and Joint Centers (SSJC) is a rapidly growing, multi-state Interventional Pain Management group practice providing integrated clinical, surgical, and imaging services. With clinic locations across Georgia, North Carolina, South Carolina, Tennessee, and Florida, our care teams include acquired groups Integrated Pain Solutions in North Carolina, Savannah Pain Management in Georgia, and Southeast Neurology and Pain Management in Florida, all operating as part of the SSJC organization. As one of the largest single-specialty practices in the nation, we are committed to collaboration, high-quality patient-centered care, and supporting our teams as we continue to expand to serve more patients. We are seeking motivated, qualified professionals to join us in delivering exceptional care across our growing network.

Summary of Position:

The Administrative Operations Manager provides leadership and oversight for multiple administrative departments, ensuring efficient daily operations, exceptional customer service, and strong team performance. This leader will partner closely with the Director of Administrative Operations to improve workflows, monitor departmental performance, coach employees, and support strategic initiatives while fostering a culture of accountability and continuous improvement.

Primary Responsibilities:

• Oversee the daily operations of the Medication Line, Medical Records, Outgoing Referrals, Workers' Compensation, and Administrative Support teams.
• Provide leadership, coaching, and ongoing development for supervisors and team members.
• Monitor departmental productivity, quality, service levels, turnaround times, and key performance indicators.
• Identify operational challenges and implement effective workflow improvements.
• Develop, maintain, and standardize departmental Standard Operating Procedures (SOPs).
• Review quality audits and performance metrics and provide coaching and follow-up as needed.
• Prepare operational reports, dashboards, and performance summaries for leadership.
• Coordinate office supply ordering and ensure departments have the resources needed to operate efficiently.
• Partner with cross-functional teams to improve operational processes and the patient experience.
• Assist with onboarding, training, and implementation of new workflows and initiatives.
• Manage day-to-day escalations and ensure timely resolution of operational issues.
• Support special projects and organizational initiatives as assigned.

Preferred Qualifications:

• 3–5 years of leadership experience, preferably in a healthcare, medical practice, specialty practice, or healthcare call center environment.
• Experience leading teams and managing daily operations in a fast-paced setting.
• Strong leadership, coaching, and employee development skills.
• Experience monitoring productivity, quality, service levels, and operational metrics.
• Strong organizational, communication, and problem-solving abilities.
• Experience with electronic medical records (ECW experience preferred) and Microsoft Office applications.
• Ability to analyze operational data, identify trends, and implement process improvements.
• Demonstrated ability to prioritize competing responsibilities while maintaining a high level of service.
• A collaborative leadership style with a passion for developing people and improving operations.

What Success Looks Like in the First 90 Days:

• Build strong relationships with assigned teams and establish credibility as a leader.
• Gain a thorough understanding of departmental workflows, priorities, and performance expectations.
• Take ownership of the daily operations and staffing needs of assigned departments.
• Establish routine monitoring of KPIs, productivity, quality, and turnaround times.
• Complete consistent follow-up on quality audits and coaching opportunities.
• Identify and implement at least one meaningful process improvement that enhances efficiency or team performance.
• Become a trusted operational partner by independently managing daily issues, supporting staff, and escalating strategic concerns appropriately.

The employee must communicate professionally, respectfully, and effectively with patients, visitors, clinicians, coworkers, and vendors, including in busy, demanding, or stressful circumstances. The employee must maintain professional composure and consistently perform assigned duties throughout the scheduled work period; manage routine workplace stressors and feedback without disrupting patient care, patient-facing operations, or coworkers’ work; and use established de-escalation and escalation procedures when appropriate. The employee must exercise sound judgment; maintain appropriate workplace boundaries; receive and respond to routine feedback and direction; protect confidential patient and business information; and address patient or workplace concerns through established supervisory and safety procedures. These functions are essential to the position.