Operations Manager

Job Summary

The Operations Manager ensures the clinic runs smoothly, efficiently, and in compliance with all applicable policies and regulations. This role oversees daily administrative operations, human resources functions, vendor and facility management, and supports grant compliance and reporting. The Operations Manager partners closely with the Executive Director and clinical leadership to maintain high-quality, accessible care for uninsured and underinsured patients.

Key Responsibilities

Operations & Facility/Workflow Management

• Oversee day-to-day clinic operations, including front desk, scheduling, patient flow logistics, and office systems.
• Develop, document, and maintain standard operating procedures (SOPs) for administrative and operational processes; update at least annually.
• Manage facility operations: supplies, equipment inventory, maintenance, safety checks, and vendor relationships.
• Monitor compliance with OSHA, HIPAA, fire safety, and building requirements, coordinating inspections and corrective actions as needed.
• Identify operational challenges and recommend practical solutions that improve efficiency and patient experience.

Staff & Resource Management

• Supervise non-clinical staff including medical reception, facilities support and contracted operational services.
• Provide day-to-day coaching, scheduling support, performance feedback, and accountability.
• Support volunteer onboarding and coordinate non-clinical workflows that maximize volunteer effectiveness.
• Assist the Executive Director with staff orientation, training, and professional development initiatives.
• Oversee inventory, purchasing, and maintenance of office equipment and operational supplies.

Human Resources & Workforce Coordination

• Coordinate operational aspects of onboarding and offboarding employees and contractors.
• Ensure personnel files, documentation, contracts, and operational records remain current.
• Partner with payroll and leadership to support accurate employee classification and documentation.
• Monitor staffing schedules and recommend adjustments to improve operational efficiency.

Financial & Administrative Support

• Assist in managing operational budgets and vendor contracts.
• Monitor operational expenditures and identify cost-saving opportunities.
• Maintain inventory systems and purchasing processes.
• Prepare operational reports and assist with grant documentation and reporting.
• Support financial tracking and administrative projects as assigned by the Executive Director.

Compliance & Quality Improvement

• Maintain operational policies and procedures.
• Coordinate non-clinical compliance activities including HIPAA, OSHA, and organizational requirements.
• Track operational performance metrics and recommend workflow improvements.
• Assist with audit preparation, grant compliance, and quality improvement initiatives.
• Support incident reporting and follow-up in partnership with clinical leadership.

Organizational Support

• Assist with implementation of organizational goals and operational priorities established by leadership.
• Coordinate operational support for outreach events, special clinics, and community programming.
• Serve as the primary operational contact for vendors, landlords, and service providers.
• Participate as a member of the leadership team, providing operational updates and recommendations.
• Serve as a backup for front desk and administrative functions during staffing gaps.

Education & Experience

• Bachelor’s degree in business administration, healthcare administration, , or a related field preferred.
• Minimum 3 years of operations, office management, healthcare administration, nonprofit or free clinic experience strongly preferred.
• Previous supervisory experience preferred.
• Experience managing vendors, facilities, purchasing, and operational systems.
• Healthcare, nonprofit, or community health experience strongly preferred.
• Familiarity with clinic operations, scheduling systems, patient registration, HIPAA, and OSHA requirements preferred.
• Experience working with underserved populations or mission-driven organizations is highly desirable.

Benefits & Compensation

• Part-Time Salaried Position (30 Hours/Week)
• Salary: $24-$32/hr…approximately $37,400 – $49,000 annually, depending on experience.
• Paid Time Off
• Free Downtown Parking
• Ergonomic Work Environment
• Collaborative, mission-driven workplace dedicated to serving the Kalamazoo community.

How to Apply

Please submit a resume and brief cover letter describing your relevant experience and why you are interested in supporting a free health clinic. Helping Hands Wellness Center is an equal opportunity employer.

Pay: $37,400.00 - $49,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person