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Practice Manager (Hybrid)

Practice Manager (Hybrid)

ValgorithmRoyal Palm Beach, FL, US
Hace 17 días
Tipo de contrato
  • A tiempo completo
  • Quick Apply
Descripción del trabajo

Summary

The Sears Institute is seeking a Practice Manager to serve as the operational backbone of Dr. Sears’ practice and businesses. This role is a broad practice support position — a trusted partner ensuring scheduling, communication, and operations flow seamlessly across the clinic, executive team, and business ventures.

The ideal candidate is highly organized, adaptable, and proactive — someone who thrives in a dynamic environment where no two days are alike. Dr. Sears relies on this role for administrative oversight, coordination, and operational follow-through.

You will be an excellent fit for our company if the following values represent you :

  • Patient First Mindset – You prioritize compassion, dignity, and personalized support for our patients and teams.
  • Commitment to Excellence – You take pride in ensuring processes run smoothly and support high standards in all operations.
  • Concierge-Level Service – You ensure every experience (whether patient, team, or vendor) feels professional, seamless, and cared for.
  • Collaborative Spirit – You enjoy working across departments, supporting executives, clinic staff, and the front office as one team.
  • Adaptability – You are comfortable switching gears quickly and thrive in an environment where priorities may shift daily.

A Day in the Life of a Practice Manager

Executive & Administrative Support

  • Manage Dr. Sears’ calendars, inbox triage, travel coordination, and scheduling.
  • Anticipate needs by preparing agendas, meeting notes, and follow-ups.
  • Support communication across clinic staff, executive leadership, and external partners.
  • Maintain confidentiality and discretion in handling sensitive matters.
  • Practice Operations & Scheduling

  • Oversee scheduling for Dr. Sears, the clinic, and related business activities.
  • Coordinate meetings, patient appointments, and team schedules to minimize conflicts.
  • Support flow between clinical and administrative teams to ensure smooth daily operations.
  • Track and communicate reminders, deadlines, and deliverables across the practice.
  • Documentation & Compliance

  • Maintain SOPs, policies, and practice documentation.
  • Track decisions and ensure follow-through with documented action items.
  • Support compliance requirements by keeping accurate records and logs.
  • Recruiting & People Coordination

  • Assist with posting roles, scheduling interviews, and maintaining candidate trackers.
  • Partner with HR consultants on hiring pipelines and onboarding processes.
  • Ensure smooth employee onboarding / offboarding processes and management.
  • Vendor & Supply Coordination

  • Oversee ordering of office and practice supplies.
  • Manage vendor relationships and ensure timely fulfillment of office needs.
  • Track supply inventory and collaborate with staff for reorders.
  • Project & Event Coordination

  • Support small operational projects (marketing newsletters, team communications, reporting).
  • Assist with clinic events and business initiatives led by Dr. Sears.
  • Requirements

    Key areas of ownership that you will drive forward for the organization personally, and collaborating cross-functionally.

  • Keeping Dr. Sears and leadership focused on high-priority activities through scheduling and organization.
  • Ensuring meetings and schedules run smoothly, with clarity of agenda and follow-ups.
  • Supporting recruiting processes while partnering with consultants for execution.
  • Owning documentation and process updates so that operations run consistently.
  • Coordinating day-to-day practice operations to reduce bottlenecks and support growth.
  • You should bring expertise in these areas and can help to uplevel the team in :

  • Experience : 3–5+ years in operations, office management, or executive administration; healthcare or professional services preferred.
  • Skills : Scheduling mastery, communication, documentation management, and organizational efficiency.
  • Tools : MS Office / Google Suite, scheduling / project management tools.
  • Soft Skills : Adaptability, strong prioritization, and problem-solving.
  • Style Fit : Thrives in a fast-paced environment where versatility and follow-through are essential.
  • 30‑60‑90 Day Expectations

    Within 30 Days, You’ll :

  • Learn Dr. Sears’ scheduling and communication preferences.
  • Take over calendar, inbox triage, and scheduling tasks.
  • Begin centralizing documentation and action tracking.
  • Within 60 Days, You’ll :

  • Manage scheduling and meeting prep independently.
  • Support updates to handbooks, onboarding checklists, and SOPs.
  • Coordinate vendors and oversee ordering processes.
  • Within 90 Days, You’ll :

  • Serve as the go-to operational partner for Dr. Sears.
  • Ensure schedules, meetings, and projects run seamlessly with documented follow-through.
  • Drive operational improvements across the practice and business support functions.
  • Work Hours & Reporting

  • Standard schedule Monday–Friday, 9 : 00 a.m. – 6 : 00 p.m. (with flexibility for urgent needs)
  • Reports directly to executive leadership.
  • Benefits

  • Full-time employees are eligible for benefits on the 1st of the month following 60 days of full-time employment.
  • Medical & Pharmacy
  • Dental
  • Vision
  • Health Savings Account (HSA)
  • Virtual Network Telehealth (including 24 / 7 Same-Day Virtual Urgent Care, Virtual Primary Care, Virtual Therapy, Virtual Specialty Care)
  • Paid time off : 10 vacation days + 10 sick days; vacation increases after 5 years.
  • 401(k) — eligible after 1 year.
  • 8 Paid holidays
  • Company-provided scrubs; no dark colors (color guidelines).
  • On payday, we'll provide a Catered lunch featuring organic, grass-fed, pasture-raised, and wild-caught ingredients.
  • Employee discounts on clinic products / services.
  • Free on-site exercise classes & equipment.
  • Organic perks (e.g., organic eggs from the farm).
  • This job description reflects the core responsibilities and expectations for the role. Duties may evolve as the clinic grows; reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

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