Business Operations Manager

SMA/PD/COPPS; Chicago (IL); On-site; USD 75,000 - 90,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with employer contribution

Paid time off and holidays

Job summary

Psychological Dimensions is seeking a hands‑on Business Operations Manager to elevate the people, systems, and daily execution for a national psychological consulting practice. Based in one of our office locations, you will lead administrative staff, optimize workflows, and report to the Director of Operations.

You will drive process improvements, monitor scheduling and performance, and collaborate with clinical leadership to build scalable, trusted operations across Atlanta, Chicago, and

Qualifications

• At least five years of operations, business management, or professional‑services management experience.
• Demonstrated experience supervising direct reports.
• Experience with operational metrics, dashboards, or budgets.
• Financial and business literacy including invoicing and vendor management.
• Strong organizational and follow‑through skills.

Responsibilities

• Oversee designated administrative staff and daily workflows of a national practice.
• Translate operational priorities into assignments with timelines and measures.
• Develop safeguards to prevent service disruptions and improve scheduling reliability.
• Create and maintain operational reports and dashboards for leadership.
• Collaborate with partners, clinical leadership, and department heads.

Skills

People leadership

Operational management

Process improvement

Data-driven decision making

Communication

Education

Bachelor's degree or equivalent in relevant field

MBA preferred

Tools

Microsoft Office

Outlook

Teams

SharePoint

Scheduling software

HR systems

Job description

Location: Atlanta/Smyrna, Chicago, or Denver
Work arrangement: Full-time, in-person
Salary: $75,000–$90,000

Psychological Dimensions is seeking a highly capable Business Operations Manager to strengthen the people, systems, and daily execution of a specialized national psychological consulting firm.

This is not a routine office-management position. This is not a routine office-management position. It is a hands‑on leadership role for a disciplined, emotionally intelligent, and systems‑minded operator who can manage people, improve workflows, protect quality, and create reliable infrastructure for continued growth.

The right person will be trusted with meaningful operational responsibility and will have the opportunity to assume progressively broader leadership based on demonstrated performance and organizational needs.

About Psychological Dimensions

Psychological Dimensions is a nationwide psychological consulting firm specializing in police and public‑safety services. We have physical offices in Atlanta, Chicago, and Denver and provide psychological risk‑management evaluations and consultation to public‑safety agencies and other organizations throughout the country.

Our services include pre‑employment psychological evaluations, fitness‑for‑duty evaluations, wellness programs, promotional and specialty‑assignment evaluations, critical‑incident support, and related consultation.

Our work is high‑trust, confidential, deadline‑sensitive, and operationally complex. Our clients depend on accurate scheduling, responsive communication, careful quality control, sound judgment, and consistent execution.

The Position

Reporting to the Director of Operations, the Business Operations Manager will oversee designated administrative staff and the daily workflows supporting our national practice.

This person will translate operational priorities into clear assignments, timelines, safeguards, and measurable results. The manager will identify emerging problems, ensure that important work is carried through to completion, and provide the Director of Operations with timely and candid information about performance, risks, and matters requiring escalation.

The Business Operations Manager will also collaborate with the Managing Partners, clinical leadership, and other department leaders as appropriate.

What You Will Own

Team Leadership and Accountability

• Supervise and support designated administrative and operational employees.
• Establish clear expectations, priorities, and standards.
• Conduct regular one‑on‑one meetings and provide timely performance feedback and coaching.
• Support quarterly and annual performance reviews.
• Address performance concerns professionally, directly, and constructively.
• Help employees understand how their work affects clients, colleagues, clinicians, and the larger organization.
• Build a culture of accountability in which concerns are raised early and commitments are reliably completed.

This role requires someone who can build trust while also ensuring that expectations are met.

Scheduling and Operational Flow

A major responsibility of this role is overseeing scheduling and daily operational flow across a busy national evaluation practice.

Responsibilities include:

• Monitoring agency demand, clinician capacity, and appointment availability.
• Ensuring appointments are scheduled accurately and deadlines are protected.
• Conducting daily audits and forward‑looking schedule reviews.
• Identifying and escalating potential service problems before they become failures.
• Developing safeguards against double‑booking, missed appointments, last‑minute disruptions, and workflow bottlenecks.
• Coordinating effectively across offices, departments, clinicians, and administrative employees.
• Ensuring that client and candidate communications are timely, accurate, and professional.

Process Improvement and Quality Control

The Business Operations Manager will evaluate existing workflows, identify weaknesses, and develop practical systems that reduce errors and improve consistency.

This includes:

• Creating checks and balances for critical processes.
• Standardizing and documenting operating procedures.
• Developing useful checklists, templates, and quality‑control measures.
• Ensuring that important functions are not overly dependent on one person.
• Coordinating cross‑training and continuity planning.
• Reviewing errors and service failures to identify their underlying causes and prevent recurrence.
• Helping employees adopt new procedures and sustaining improvements after implementation.

The right candidate will naturally ask:

• What could go wrong?
• How would we recognize it early?
• What safeguard would prevent it?
• How can this process become clearer, easier, and more reliable?

Operational and Financial Performance

• Develop and maintain practical operational reports and dashboards.
• Monitor indicators such as scheduling capacity, turnaround times, workflow backlogs, service errors, client escalations, and outstanding operational issues.
• Identify revenue leakage, unnecessary expenses, capacity constraints, and operational risks.
• Support invoicing, accounts receivable and collections, accounts payable, vendor management, and related business processes.
• Participate in budgeting, workforce planning, vendor evaluation, and resource‑allocation discussions.
• Translate leadership priorities into projects with defined owners, deadlines, and measures of success.
• Provide concise, accurate reporting to the Director of Operations and senior leadership.

The position does not require an accountant, attorney, or clinician. It does require financial literacy, sound business judgment, discretion, and the ability to handle sensitive information appropriately.

Technology, Automation, and Innovation

We are looking for someone who is curious and practical about technology.

The Business Operations Manager will:

• Identify opportunities to improve workflows through software, automation, AI‑assisted tools, and reporting dashboards.
• Evaluate whether proposed tools solve meaningful business problems.
• Support thoughtful implementation and employee adoption.
• Help ensure that technology improves reliability without compromising confidentiality, security, or quality.

We do not need someone who simply enjoys new technology. We need someone who can determine whether a tool creates measurable operational value.

What Success Looks Like

During the first year, the successful candidate will:

• Establish consistent accountability and communication throughout the administrative team.
• Improve scheduling reliability and reduce preventable errors and last‑minute disruptions.
• Ensure that critical workflows are documented and supported by effective cross‑training.
• Create useful operational reporting that allows leadership to anticipate problems rather than react to them.
• Strengthen coordination among operations, clinical leadership, finance, sales, and the Managing Partners.
• Build trust by communicating candidly, exercising sound judgment, and consistently following through.
• Develop sufficient organizational knowledge and leadership credibility to assume progressively broader responsibility.

Qualifications

The strongest candidates will have:

• At least five years of operations, business management, practice management, or professional‑services management experience.
• Demonstrated experience supervising direct reports.
• A record of improving workflows, reducing errors, or building scalable systems.
• Strong supervisory judgment, including the ability to coach, correct, and hold employees accountable.
• Experience developing or using operational metrics, dashboards, budgets, or other performance information.
• Financial and business literacy, including familiarity with invoicing, accounts payable, vendor management, collections, or related functions.
• Excellent organizational and follow‑through skills.
• Strong written and verbal communication skills.
• Sound judgment when handling escalated or sensitive matters.
• Comfort working in a confidential, high‑trust, and deadline‑driven environment.
• Proficiency with Microsoft Office, Outlook, Teams, SharePoint, scheduling platforms, HR systems, and other business software.
• Interest in using technology and automation to improve operations.
• Professional presence and the ability to interact effectively with psychologists, administrative staff, public‑safety clients, vendors, and senior leadership.
• Evidence of increasing responsibility and the ability to think beyond a single task or functional area.

Experience in healthcare, behavioral health, legal services, consulting, professional services, government contracting, or another regulated or high‑confidentiality environment is especially valuable.

A bachelor’s degree or an equivalent combination of relevant education and substantial leadership experience is required. An MBA, master’s degree, or relevant operations training is preferred, but demonstrated leadership and operational results are more important than credentials alone.

What This Role Requires

Success in this position requires someone who:

• Takes ownership without waiting for detailed daily direction.
• Raises concerns early rather than allowing problems to grow.
• Can manage competing priorities without losing follow‑through.
• Handles difficult conversations directly and respectfully.
• Treats documentation and quality control as essential parts of the work.
• Can create structure when responsibilities or processes are unclear.
• Remains calm and exercises good judgment when circumstances change.
• Wants responsibility and accepts accountability for results.
• Is interested in building stronger systems, not merely maintaining existing ones.
• Can earn the trust of both employees and organizational leadership.

Compensation and Benefits

The anticipated base salary range is $75,000–$90,000, based on relevant experience, demonstrated leadership scope, qualifications, and internal equity.

Benefits include:

• Medical, dental, and vision insurance
• 401(k) with employer contribution
• Paid time off, including applicable paid sick leave
• 13 paid holidays
• Professional‑development opportunities
• A professional office environment in Atlanta/Smyrna, Chicago, or Denver

Eligibility, waiting periods, and other plan terms apply.

Location

This is an in‑person position. Psychological Dimensions is considering qualified candidates in:

• The Atlanta/Smyrna metropolitan area
• The Chicagoland area
• The Denver metropolitan area

The selected candidate will be based in one of our physical office locations while helping lead administrative and operational functions across a geographically distributed organization.

Equal Employment Opportunity

Psychological Dimensions is an equal opportunity employer. Employment decisions are based on merit, competence, performance, qualifications, and business needs.

We do not discriminate based on race, color, religion, sex, pregnancy, marital status, age, national origin, ancestry, disability, medical condition, genetic information, sexual orientation, gender identity or expression, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

We believe that different perspectives and experiences strengthen our organization, and we seek to recruit, develop, and retain talented people from a diverse candidate pool. Reasonable accommodations are available throughout the application and selection process.