Operations Support Manager

Providence Anesthesiology Associates PA•Charlotte, NC

3d•Onsite

About The Position

The Operations Support Manager provides operational leadership and administrative support to ensure the office, equipment, supplies, medications, and emergency readiness systems remain organized, stocked, functional, and ready for use. This role serves as a central operational resource for staff, surgeon offices, vendors, and leadership by coordinating office readiness, tracking open issues, supporting onboarding and orientation logistics, maintaining records and inventory systems, and helping resolve routine operational concerns. Working closely with the Director of Clinical Operations, State Coordinator, anesthesia technician, nursing staff, and surgeon offices, the Operations Support Manager supports efficient clinical operations through strong organization, communication, follow through, and escalation of issues when needed. This is a non-nursing, non-clinical support role that does not require RN licensure and does not perform direct patient care duties.

Requirements

A high school diploma or equivalent GED is required.
A minimum of two years of experience in office administration, healthcare office operations, logistics, inventory management, or a related support role is preferred.
Prior experience in an ambulatory, procedural, anesthesia, or clinical operations environment is also preferred.
Valid driver’s license required.
Proficiency in Microsoft Office 365, electronic medical record systems, scheduling platforms, inventory tracking tools, and other systems utilized by PAA Mobile.
Demonstrated strong organizational, communication, and follow-through capabilities, with sound judgment, close attention to detail, and the ability to effectively manage daily office operations priorities.
Proven ability to support staff, coordinate supplies and equipment, monitor outstanding items, and escalate concerns through appropriate channels.

Nice To Haves

An associate degree in office administration, healthcare administration, business, management, or a related field is preferred.

Responsibilities

Provide primary daily support for office operations and help ensure the office is clean, organized, stocked, and prepared for daily use.
Monitor routine office readiness requirements, including supplies, forms, logs, equipment availability, communication resources, and overall office organization.
Serve as the primary local contact for routine office operations inquiries and route clinical, scheduling, payroll, and personnel matters to the appropriate individual or department.
Track open office operations issues and follow through to completion or escalation.
Communicate operational concerns, staffing concerns, supply concerns, client concerns, and unresolved issues to the Director of Clinical Operations.
Execute ongoing responsibilities and special projects as assigned by the Director of Clinical Operations.
Help ensure that office supplies, clinical supplies, medications, emergency supplies, and related materials are available for daily operations.
Along with the anesthesia technician, maintain pharmacy inventory by ensuring adequate medication and supply levels and routinely monitoring expiration dates.
Monitor supply and medication expiration dates and coordinate removal, replacement, ordering communication, or escalation of expired or soon to expire items.
Place medication and supply orders in a timely but financially reasonable manner.
Assist with stocking, organization, inventory support, delivery follow up, and storage area organization as assigned.
Identify missing, damaged, unavailable, or inappropriate equipment, supplies or medications and escalate concerns promptly.
Coordinate with surgeon’s offices to facilitate the ordering of narcotic supplies and ensure office-provided equipment is available and ready for staff use.
Help ensure code carts and emergency supplies are properly stocked, organized, inspected, and maintained in a state of readiness.
Monitor code cart logs, expiration dates, emergency supply levels, and emergency equipment readiness in accordance with established procedures.
Coordinate the replacement of expired or missing code cart items through the appropriate ordering, pharmacy, or clinical leadership channels.
Communicate concerns regarding code carts, emergency supplies, or emergency equipment to the Director of Clinical Operations or the appropriate clinical leader.
Assist in maintaining emergency readiness documentation and completing assigned follow-up items.
Coordinate and organize emergency preparedness training with surgeon’s offices and PAA-Mobile staff.
Work closely with the anesthesia technician to support daily readiness, supply needs, medication transport needs, equipment availability, and site preparation logistics.
Help identify recurring issues related to supply flow, equipment readiness, medication availability, and daily logistics.
Support clear communication between the anesthesia technician, nursing staff, State Coordinator, and leadership while preserving appropriate role boundaries.
Function as back for the anesthesia technician during periods of unavailability.
Assist with routine equipment readiness checks and basic troubleshooting of office and clinical support equipment within assigned responsibilities.
Help ensure equipment is available, clean, functioning, and ready for daily use.
Track equipment concerns, repair needs, service follow-up, and replacement requirements as assigned.
Coordinate with vendors, internal contacts, the anesthesia technician, and the Director of Clinical Operations regarding equipment concerns that may affect daily operations.
Maintain company vehicle readiness including scheduling regular servicing and repairs.
Ensure IT equipment remains in working order and collaborate with the IT department for any necessary repairs or updates.
Assist nursing staff, anesthesia technicians, and office staff with routine operational inquiries related to supplies, equipment location, forms, office processes, and escalation pathways.
Refer clinical nursing questions, patient care questions, medication administration questions, and scope of practice questions to the appropriate nurse or clinical leader.
Direct scheduling requests, procedure changes, scheduling inquiries, timesheet matters, payroll matters, and routine billing support requests to the State Coordinator.
Promote timely communication, consistent follow-through, courtesy, and service-oriented support in addressing staff and client-related operational needs.
Help maintain an organized system for open items, pending follow up, and assigned tasks.
Assist with recruiting and orientation logistics for new nursing staff, anesthesia technicians, and office support staff.
Prepare orientation materials, office process information, supply location information, equipment location information, forms, checklists, and follow up documentation as assigned.
Coordinate with the State Coordinator regarding software access, scheduling system orientation, scheduling system orientation, and administrative onboarding items.
Work with new surgeon’s offices to prepare them as PAA-Mobile begins providing anesthesia services.
Coordinate with the Director of Clinical Operations or assigned clinical leader regarding clinical orientation needs for nursing staff.
Maintain organized office records, supply logs, equipment logs, code cart logs, expiration tracking tools, vendor information, and assigned operational documents.
Help remove outdated forms and replace them with current approved versions as directed.
Identify system and workflow improvements that may enhance efficiency, readiness, organization, and staff support.
Maintain vendor contracts and invoicing follow up.
Function as the primary point of contact for items other than scheduling for surgeon’s offices
Act as a liaison between vendors, clients, surgeon offices, and leadership to support timely communication and issue resolution.
Collaborate with the State Coordinator and function as backup for State Coordinator duties in his or her absence.