Operations Manager

Full Time
California
Posted 3 months ago

Sage Integrative Health is a women-led integrative health and psychedelic therapy clinic in Berkeley, CA. We offer services in psychiatry, psychotherapy, naturopathic medicine, massage, nutrition, acupuncture, and ketamine assisted therapy. The operations manager will take lead on general operations, management of administrative staff, human relations, and marketing, and will assist with finance. The ideal candidate will demonstrate expertise in these areas, with a history of management within a health care setting. This team member will report to the executive and clinical directors and will play a critical role in stewarding Sage Integrative Health towards sustainable growth and impact as a community organization within the psychedelic movement.

Successful candidates will have a Bachelor’s degree or higher in operations management, business, finance or a related field, and prior experience in a management or leadership position. A deep understanding of financial management and marketing is preferred. 

DUTIES & RESPONSIBILITIES:

  • General Operations
    • Develop and oversee financial, HR and administrative processes to enable sustainable growth
    • Create, streamline, and improve internal data, IT, business process systems and infrastructure
    • Identify and address problems and opportunities for the organization and support the directors in making important policy, planning and strategy decisions
    • Perform day-to-day management of administrative assistant
    • Research, develop and update systems, policies and protocols as needed 
    • Maintain up-to-date policy and procedure documents within an organized system 
    • Create an electronic environment that systematically organizes, archives and shares all business documents. Create processes and accountability so all documents are current, organized, and stored centrally
    • Collect relevant data, create reports, and use the data to improve patient referrals, care, and retention
    • Oversee and steward all legal needs; ensure all legal and regulatory documents are filed and monitor compliance with laws and regulations
    • Work closely with directors and team to maintain a trusting, inclusive and effective work culture
    • Provide inspired leadership and help promote an organizational culture that encourages top performance and high morale
    • Foster strong communication across providers and staff, creating a collaborative and efficient work environment
    • Other tasks as needed and determined by directors
  • HR
    • Develop and oversee Sage’s HR function and support the organization in hiring, onboarding and developing a talented and diverse team
    • Enforce policies and oversee the staff compliance 
    • Manage employee & contractor files with up-to-date contracts and other employment documents 
    • Oversee payroll and benefits administration (once offered)
    • Support management in doing yearly performance reviews
  • Marketing
    • Refine marketing strategy and oversee implementation
    • Hire and manage contractors for marketing, social media, SEO, design and website maintenance
    • Develop relationships with local businesses to grow referral network
    • Create and update Sage marketing materials as needed
    • Organize and support Sage representation at conferences
  • Finance
    • Envision and support the growth of the organization
    • Research and manage grant, contract, loan, and investment opportunities 
    • Prep monthly budget review and P&L review with founders
    • Over time, oversee & manage communications with bookkeeper & accountant

QUALIFICATIONS:

  • Bachelor’s degree (MA/MBA preferred) in Business, Management, or Finance
  • 2-4 years minimum of operations and management experience, ideally in a health care setting
  • Proficiency in Google Suite related web applications, Electronic Health Records, financial spreadsheets, and marketing platforms

COMPETENCIES:

  • Excellent written and oral communication
  • Strategic thinker and visionary
  • Embraces diversity
  • Thrives in a startup environment
  • Flexible, proactive, and a self-starter
  • Demonstrates resourcefulness and creativity, proposing new ways of creating efficiencies, and guiding investment in people and systems
  • Plans, schedules, organizes and budgets in an efficient and productive manner, focusing on key priorities
  • Able to multitask while also being highly detail-oriented; does not let important details slip through the cracks or derail important projects 
  • Adaptable and open to change as needed, adjusts rapidly to new situations
  • Promotes integrity and accountability for self and others, consistently following through on verbal and written commitments
  • Commitment to Sage Integrative Health’s mission and values
  • Excellent people skills; collaborative approach and attitude; openness to feedback
  • Possesses problem solving and conflict resolution skills
  • Demonstrates ability to quickly and proficiently understand and absorb new information
  • Able to analyze and process qualitative or quantitative data and draw insightful conclusions from it
  • Demonstrates tenacity and willingness to go the distance to get something done
  • Exhibits passion and enthusiasm over work; has a “can do” attitude
  • High standards for personal and team performance 

OUTCOMES:

  • Create and implement a new marketing campaign within 90 days of start date 
  • Increase monthly profit by $3000/month within 6 months
  • Bring current clinicians to 75 – 100% capacity within 1 year of start date
  • Grow Yearly Revenue by 50% by the end of year 2 on the job

HOURS & COMPENSATION: 

  • Part-time (20 hours per week)
  • Compensation dependent on experience
  • Willing to negotiate alternative pay arrangements (equity, etc)

PHYSICAL REQUIREMENTS: The position requires occasional sitting, standing, walking and driving. Frequent use of computer and phone. Lifting is required occasionally, of no more than 20 lbs. at a time. The position requires the ability to see, hear and speak.  

ENVIRONMENTAL/WORKING CONDITIONS: The work is performed in an office environment or remotely in the community. Travel may be required as assigned by leadership. Adherence to any specific safety policies regarding COVID-19 is required. This position is amenable to remote work, however may require at times to be physically in the office location.

EQUIPMENT USED: Computer, keyboard, telephone, printers, copy machines.

EOE STATEMENT: Sage Integrative Health is an equal opportunity employer committed to hiring a diverse workforce at all levels of the organization. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, marital status, veteran status, gender identity or expression, or any other basis protected by local, state, or federal law. This policy applies with regard to all aspects of employment, including hiring, transfer, promotion, compensation, eligibility for benefits and termination.

ACCOMODATIONS: Accommodations are available for applicants with disabilities in all phases of the application and employment process.

How to apply:

Send resume, cover letter, and 2 references to info@sageintegrativehealth.org.

Job Features

Job CategoryOperations
LocationBerkeley, California
RoleOperations Manager
IndustryPsychedelic Therapy Clinic

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