Business Operations Manager

Position Overview:

Ideal Candidate Characteristics:

• Takes ownership: Sees a problem and works toward a solution without waiting to be told what to do.
• Follows through: Completes assignments, meets deadlines, and takes responsibility for results.
• Is resourceful: Knows how to research, troubleshoot, and find answers independently.
• Is hands-on: Willing to manage a major project one day and handle a routine operational task the next- get your hands dirty!
• Thinks ahead: Anticipates potential obstacles and addresses them proactively.
• Builds relationships: Works collaboratively with peers and earns trust through professionalism, reliability, and support.
• Stays organized: Can manage competing priorities without becoming overwhelmed or losing track of responsibilities.
• Communicates effectively: Provides updates, asks thoughtful questions, and raises concerns before they become larger problems.
• Demonstrates leadership potential: Has the maturity, judgment, and initiative to take on increasing organizational responsibility over time.
• Values our mission: Understands that strong business operations ultimately support the children, families, and professionals we serve.

Key Responsibilities:

Daily Business Operations:

• Oversee and coordinate daily nonclinical business operations across the clinic, school, and administrative departments.
• Identify operational challenges, troubleshoot issues, and implement practical solutions.
• Manage facilities-related needs, including maintenance, repairs, inspections, and general upkeep.
• Coordinate relationships with vendors, contractors, service providers, and external business partners.
• Oversee purchasing, supply management, and operational inventory processes.
• Coordinate administrative technology needs, software implementations, and vendor support.
• Identify opportunities to streamline workflows, improve efficiency, and reduce unnecessary administrative burdens.
• Ensure facilities and shared operational resources remain organized, functional, safe, and professional.
• Serve as a primary point of contact for routine company-wide operational concerns.
• Independently address day-to-day operational issues within established company guidelines and spending authority.

Human Resources & Recruiting Administration:

• Coordinate administrative aspects of recruitment, hiring, onboarding, and offboarding.
• Maintain applicant tracking systems and monitor recruitment progress.
• Coordinate job postings, candidate communications, interviews, and pre-employment processes.
• Collaborate with department managers to support hiring needs and staffing priorities.
• Ensure new hires complete required onboarding documentation, training, and administrative setup.
• Track employee probationary periods, performance review deadlines, and other HR milestones.
• Maintain organized and confidential personnel records.
• Coordinate employee documentation, policy acknowledgments, and required administrative training.
• Assist with the development and improvement of HR workflows and employee lifecycle processes.
• Support administrative employee relations processes while referring disciplinary and employment decisions to the appropriate leadership personnel.

Policies, Procedures & Operational Compliance:

• Maintain and organize the company's policies, protocols, and standard operating procedures.
• Review operational processes to identify gaps, inconsistencies, and opportunities for improvement.
• Draft, revise, and coordinate updates to administrative policies and procedures.
• Ensure approved policies are properly communicated, implemented, and acknowledged.
• Coordinate internal operational audits and monitor completion of corrective action items.
• Track administrative compliance requirements, required training, and policy review schedules.
• Collaborate with department managers to ensure operational policies support clinical, educational, and administrative needs.
• Maintain accurate documentation of policy updates and organizational procedures.
• Escalate significant compliance concerns to the Executive Director and appropriate department leaders.

Project Management & Organizational Development:

• Manage assigned organizational projects from initial planning through successful completion.
• Develop project plans, timelines, budgets, and measurable deliverables.
• Coordinate staff, vendors, and external contractors involved in organizational projects.
• Research solutions, gather quotes, evaluate options, and present recommendations.
• Monitor project progress, resolve obstacles, and ensure deadlines are met.
• Coordinate facility improvements, office expansions, technology implementations, and workflow redesigns.
• Maintain a centralized project tracker and provide regular progress updates.
• Ensure completed projects are properly documented and transitioned into routine operations.
• Identify opportunities for organizational improvements and proactively recommend new initiatives.

Interdepartmental Collaboration & Management Support:

• Work alongside department managers to identify and address operational needs.
• Facilitate communication and coordination between clinical, educational, administrative, finance, and marketing departments.
• Assist managers in implementing approved operational improvements and organizational initiatives.
• Coordinate shared resources and resolve logistical challenges affecting multiple departments.
• Support department managers with operational projects and administrative processes.
• Participate in management meetings, contribute solutions, and provide updates on operational priorities.
• Promote a collaborative, respectful, and supportive leadership environment.
• Foster positive relationships and build trust across departments.

Executive & Organizational Support:

• Serve as a trusted operational resource to the Executive Director.
• Independently manage delegated operational responsibilities and projects.
• Anticipate organizational needs and proactively recommend solutions.
• Research and prepare information needed for executive business decisions.
• Provide concise updates on significant operational priorities, progress, and concerns.
• Identify matters requiring executive approval and present clear recommendations.
• Reduce the need for executive involvement in routine operational matters by independently coordinating and resolving issues within established authority.
• Maintain confidentiality and exercise sound professional judgment.

Qualifications:

Required:

• Bachelor's degree in Business Administration, Management, Healthcare Administration, or a related field, or equivalent relevant experience.
• Minimum of 5 years of experience in business operations, office management, project management, or a related leadership role.
• Demonstrated ability to manage multiple projects, priorities, and deadlines independently.
• Strong organizational, problem-solving, and critical-thinking skills.
• Excellent written and verbal communication skills.
• Experience coordinating administrative processes, vendors, or business operations.
• Proficiency in Microsoft Office applications, including Outlook, Excel, Word, and Teams.
• Ability to exercise sound judgment and make independent decisions within established guidelines.
• Strong interpersonal skills and the ability to work collaboratively with multiple department leaders.
• Demonstrated initiative, accountability, professionalism, and follow-through.

Preferred:

• Experience in healthcare, pediatric therapy, or another service-based organization.
• Previous experience in a small or growing business environment.
• Experience coordinating recruitment, onboarding, and administrative HR processes.
• Familiarity with operational compliance requirements and policy management.
• Experience managing facility improvements, vendors, and organizational projects.
• Experience implementing new software systems or improving administrative workflows.
• Demonstrated potential for advancement into senior operational leadership.

Performance Expectations:

Success in this position will be evaluated through:

• Timely resolution of operational issues.
• Successful completion of assigned projects and organizational initiatives.
• Consistent execution of administrative HR and onboarding processes.
• Organization and maintenance of company policies and procedures.
• Improved efficiency and consistency of operational workflows.
• Effective coordination and communication across departments.
• Demonstrated independence, initiative, and problem-solving ability.
• Ability to reduce the Executive Director's involvement in routine operational matters.
• Positive, collaborative working relationships with department managers and staff.

Why Join Davies Institute?