PurposeThe Medical Operations Manager provides strategic and operational leadership for Medical Assistants (MAs) across multiple clinical sites. This role oversees all medical back-office operations, including staff supervision, daily clinic scheduling, workflow standardization, and medical supply management. The Manager is responsible for optimizing patient care delivery and supporting positive staff experience. As a key member of the operations leadership team, this role partners with site leaders, clinical teams, and centralized departments to drive workforce development, operational excellence, and a culture of safety, accountability, and continuous improvement.
Health, Wellness & Retirement Benefits:- Medical, Dental & Vision insurance
- Paid time off & paid holidays
- Retirement with contribution match
- Life & AD&D, pet insurance
- Employee assistance program, & more!
Compensation: - The target wage range for this position is $83,699.20 to $102,232.00 annually.
- Final offers are individually based on various factors, including skill set, years of experience, location, qualifications, work schedule and other job-related reasons.
Primary Responsibilities: - Provide direct supervision, coaching, and professional development for a regional team of 10-25 MAs (including Float MAs)
- Lead recruitment, onboarding, orientation, annual evaluations, and corrective actions in partnership with HR and site leadership.
- Conduct regular 1:1s and learning conversations to support staff growth, retention, and performance.
- Foster a high-trust, inclusive work environment that encourages open dialogue, collaboration, and innovation.
- Establish, implement, and monitor standardized workflows for all back-office clinical operations, ensuring alignment with organizational standards and regulatory requirements.
- Monitor and adjust staffing across clinics based on operational needs, including schedule creation, same-day coverage coordination, and long-term planning.
- Oversee site-level medical supply ordering, inventory control, and clinical equipment maintenance in partnership with facilities and site leadership.
- Support clinic sites as points of contact for lab-related operations, including relationships with LabCorp and internal stakeholders.
- Ensure all MAs are current in required skills training, competencies, and documentation, in alignment with patient safety and care standards.
- Review, maintain and coordinate the MA Float pool calendar to account for vacations, illness, long and short-term absences, and meetings while maintaining adequate clinic coverage
- Coordinate and support onboarding, training, and evaluation of float pool staff, students, and volunteers placed at clinics within the region.
- Monitor changes in MA Scope of Practice in state or federal law and implement practice changes in accordance with laws.
- Act as a resource for MA staff and leaders regarding clinical practice, policies and procedures; develop and implement new policies and procedures in collaboration with clinical and operations leadership.
- Ensure timely completion of credentialing and recredentialing by tracking deadlines, resolving barriers, and coordinating with credentialing, HR, and site leadership to maintain compliance and prevent care disruptions.
- Facilitate training and support staff in pursuing advanced skills and leadership pathways.
- Develop and implement comprehensive training plans and curricula tailored to the needs of MA apprentices, ensuring alignment with industry standards and regulatory requirements.
- Coordinate and oversee the recruitment, selection, and onboarding processes for new apprentices, fostering a supportive and inclusive learning environment.
Required Knowledge: - Knowledge of HIPAA and privacy regulations related to handling confidential staff and patient information.
- Understanding of team supervision, performance management, and staff development best practices.
- In-depth knowledge of medical back-office workflows and procedures, including patient rooming, vital signs, point-of-care testing, immunizations, infection control standards, and documentation requirements.
- Understanding of medical terminology, clinical instruments, common ambulatory procedures, and patient care needs in a primary care setting.
- Familiarity with Medical Assistant scope of practice, certification standards, and regulatory requirements in Washington State, including DOH and WAC guidelines.
- Knowledge of electronic medical records systems (Epic preferred), including charting workflows, encounter documentation, care team tasking, and basic reporting capabilities.
- Understanding of team-based care models in outpatient clinics and the supervisory needs of Medical Assistants and support staff.
- Knowledge of principles of staff development, performance evaluation, and change leadership in clinical settings.
- Awareness of cultural humility, equity, and inclusion practices when working with diverse staff and patient populations.
- Knowledge of effective communication techniques for team facilitation, coaching, and performance-related documentation.
- Understanding clinic inventory and supply chain processes, including ordering cycles, usage monitoring, and cost control strategies.
Required Skills: - Demonstrated ability to supervise, coach, and support large or dispersed teams (10-25 staff), including performance management and engagement.
- Strong leadership and interpersonal skills to guide, motivate, and develop effective teams across multiple clinical locations.
- Proven ability to lead operational changes, standardize workflows, and implement clinical process improvements.
- Effective verbal and written communication skills, including the ability to lead meetings, conduct trainings, and convey information clearly.
- Proficient with Microsoft Office Suite and other business applications (e.g., Word, Excel, Outlook, Teams, PowerPoint) as well as scheduling tools.
- Strong organizational and time management skills, including the ability to balance long-term planning with urgent operational needs.
- Sound judgment and prioritization skills in high-pressure, fast-paced environments.
Preferred Skills: - Proficiency using scheduling software or comparable operational tools.
- Experience using electronic medical records (Epic preferred), including navigation and reporting functions.
Required Abilities: - Ability to build collaborative relationships across teams and matrix departments while maintaining appropriate professional boundaries.
- Ability to handle sensitive conversations with empathy and discretion from a trauma informed lense (TIC), including those involving staff performance or interpersonal concerns.
- Ability to work with individuals of diverse racial, ethnic, cultural, gender, and socioeconomic backgrounds, with demonstrated cultural humility.
- Ability to navigate change, demonstrate resilience, and adapt to evolving priorities, staffing needs, and clinic operations.
- Ability to identify issues, develop solutions, and lead others through problem-solving processes.
Preferred Abilities: - Ability to supervise across multiple sites or service lines and coordinate among geographically dispersed teams.
Education/Experience Requirements: - High School diploma or equivalent experience
- Completed an accredited Medical Assistant program
- An active WA State Department of Health Medical Assistance licensure
- 2 years of clinical experience with required licensure
- 2 years of leadership of Medical Assistants
- Active CPR/BLS
Preferred Requirements: - Bachelor's degree in healthcare administration, health care, or health sciences
- Relevant health care/leading certifications
- 3 years of clinical experience with required licensure, and 3 years or more of leadership of Medical Assistants.
The full job description is available upon request
