Medical Services Operations Manager

Purpose

The 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, enco