Medical Services Operations Manager

Neighborcare-Health; Seattle (WA); On-site; USD 84,000 - 102,000; Full time

Benefits offered by this job

Paid time off

Retirement with match

Employee assistance program

Job summary

Neighborcare Health is seeking a Medical Operations Manager to provide strategic and operational leadership for Medical Assistants across multiple clinics in the Seattle area. You will supervise staff, standardize back-office workflows, and collaborate with site leaders to drive workforce development and operational excellence.

Responsibilities include recruitment, onboarding, evaluations, and policy development, ensuring clinical operations meet safety and regulatory standards.

Qualifications

• Must have completed an accredited Medical Assistant program.
• Active WA State Medical Assistant licensure.
• Minimum 2 years of clinical experience with required licensure.
• Minimum 2 years of leadership of Medical Assistants.

Responsibilities

• Provide direct supervision, coaching, and professional development for a regional team of 10–25 MAs.
• Lead recruitment, onboarding, orientation, annual evaluations, and corrective actions with HR and site leadership.
• Conduct regular 1:1s and learning conversations to support staff growth and retention.
• Foster a high-trust, inclusive work environment encouraging collaboration and innovation.
• Establish and monitor standardized workflows for back-office clinical operations.

Skills

Staff supervision

Leadership

Scheduling

Communication

Coaching

Policy implementation

Staff development

Regulatory compliance

Education

Medical Assistant program completion

WA Medical Assistant licensure

CPR/BLS certification

Clinical leadership experience

Tools

Epic EMR

Scheduling software

Job description

Pacific Tower Admin
1200 12th Ave S
Suite 901
Seattle, WA 98144, USA

Pacific Tower Admin
1200 12th Ave S
Suite 901
Seattle, WA 98144, USA

The Medical Operations Manager provides strategic and operational leadership for Medical Assistants (MAs) across multiple clinical sites. This role oversees all medical back-office operations, including staff supervision, daily clinic scheduling, workflow standardization, and medical supply management. The Manageris responsible foroptimizingpatient care delivery and supporting positive staff experience. As a key member of the operations leadership team, this role partners with site leaders, clinical teams, and centralized departments to drive workforce development, operational excellence, and a culture of safety, accountability, and continuous improvement.

Health, Wellness & Retirement Benefits:

• Paid time off & paid holidays
• Retirement with contribution match
• Employee assistance program, & more!

Compensation:

• The target wage range for this position is $83,699.20 to $102,232.00 annually.
• Final offers are individually based on various factors, including skill set, years of experience, location, qualifications, work schedule and other job-related reasons.

Primary Responsibilities:

• Provide direct supervision, coaching, and professional development for a regional team of 10-25MAs(including Float MAs)
• Lead recruitment, onboarding, orientation, annual evaluations, and corrective actions in partnership with HR and site leadership.
• Conduct regular 1:1s and learning conversations to support staff growth, retention, and performance.
• Foster a high-trust, inclusive work environment that encourages open dialogue, collaboration, and innovation.
• Establish, implement, andmonitorstandardized workflows for all back-office clinical operations, ensuring alignment with organizational standards and regulatory requirements.
• Monitor and adjust staffing across clinics based on operational needs, including schedule creation, same-day coverage coordination, and long-term planning.
• Oversee site-level medical supply ordering, inventory control, and clinical equipment maintenance in partnership with facilities andsite leadership.
• Support clinic sitesaspointsof contact for lab-related operations, including relationships with LabCorp and internal stakeholders.
• Ensure all MAs are current in required skills training, competencies, and documentation, in alignment with patient safety and care standards.
• Review,maintainand coordinate the MA Float pool calendar to account for vacations, illness, long and short-term absences, and meetings whilemaintainingadequate clinic coverage
• Coordinate and support onboarding, training, and evaluation of float pool staff, students, and volunteers placed at clinics within the region.
• Monitor changes in MA Scope of Practice in state or federal law and implement practice changesin accordance withlaws.
• Act as a resource for MA staff and leadersregardingclinical practice,policiesand procedures; develop and implement new policies and procedures in collaboration with clinical and operations leadership.
• Ensuretimelycompletion of credentialing and recredentialing by tracking deadlines, resolving barriers, and coordinating with credentialing, HR, and site leadership tomaintaincompliance and prevent care disruptions.
• Facilitatetrainingand support staff in pursuing advanced skills and leadership pathways.
• Develop and implementcomprehensive training plans and curricula tailored to the needs of MA apprentices, ensuring alignment with industry standards and regulatory requirements.
• Coordinate and overseethe recruitment, selection, and onboarding processes for new apprentices, fostering a supportive and inclusive learning environment.

Required Knowledge:

• Knowledge of HIPAA and privacy regulations related to handling confidential staff and patient information.
• Understanding ofteam supervision, performance management, and staff development best practices.
• In-depth knowledge of medical back-office workflows and procedures, including patient rooming, vital signs, point-of-care testing, immunizations, infection control standards, and documentation requirements.
• Understanding ofmedical terminology, clinical instruments, common ambulatory procedures, and patient care needs in a primary care setting.
• Familiarity with MedicalAssistantscope of practice, certification standards, and regulatory requirements in Washington State, including DOH and WAC guidelines.
• Knowledge of electronic medical records systems (Epic preferred), including charting workflows, encounter documentation, care team tasking, and basic reporting capabilities.
• Understanding ofteam-based care models in outpatient clinics and the supervisory needs of Medical Assistants and support staff.
• Knowledge of principles of staff development, performance evaluation,and changeleadership in clinical settings.
• Awareness of cultural humility, equity, and inclusion practices when working with diverse staff and patient populations.
• Knowledge of effective communication techniques for team facilitation, coaching, and performance-related documentation.
• Understandingclinic inventory and supply chain processes, including ordering cycles, usage monitoring, and cost control strategies.

Required Skills:

• Demonstrated ability to supervise, coach, and support large or dispersed teams (10–25 staff), including performance management and engagement.
• Strong leadership and interpersonal skills to guide, motivate, and develop effective teams across multipleclinicallocations.
• Proven ability to lead operationalchanges, standardize workflows, and implement clinical process improvements.
• Effective verbal and written communication skills, including the ability to lead meetings, conducttrainings, and convey information clearly.
• Proficient with Microsoft Office Suite and other business applications (e.g., Word, Excel, Outlook, Teams, PowerPoint) as well as scheduling tools.
• Strong organizational and time management skills, including the ability to balance long-term planning with urgent operational needs.
• Sound judgment and prioritization skills in high-pressure, fast-paced environments.

Preferred Skills:

• Proficiencyusing scheduling software or comparable operational tools.
• Experience using electronic medical records (Epic preferred), including navigation and reporting functions.

Required Abilities:

• Ability to build collaborative relationships across teams andmatrixdepartments whilemaintainingappropriate professionalboundaries.
• Ability to handle sensitive conversations with empathy and discretionfrom a trauma informedlense(TIC), including those involving staff performance or interpersonal concerns.
• Ability to work with individuals of diverse racial, ethnic, cultural, gender, and socioeconomic backgrounds, withdemonstratedcultural humility.
• Ability to navigate change,demonstrateresilience, and adapt to evolving priorities, staffing needs, and clinic operations.
• Ability toidentifyissues, develop solutions, and lead others through problem-solving processes.

Preferred Abilities:

• Ability to supervise across multiple sites or service lines and coordinate among geographically dispersed teams.

Education/Experience Requirements:

• Completed an accredited Medical Assistant program
• An active WA State Department of Health Medical Assistance licensure
• 2years ofclinicalexperiencewith required licensure
• 2 years of leadership of Medical Assistants
• Active CPR/BLS

Preferred Requirements:

• Bachelor's degree in healthcare administration, health care, or health sciences
• Relevant health care/leading certifications
• 3 years of clinical experience with required licensure, and 3 years ormore ofleadership ofMedicalAssistants.

About Neighborcare Health:

Since 1968, Neighborcare Health has been removing barriers to health care for our neighbors. We believe everyone deserves a place to call their health care home, where a team of medical, dental and mental health professionals work in collaboration with each patient to develop a personal health improvement plan.

We are one of the largest providers of primary medical, dental and behavioral health care services in the Seattle area serving low-income and uninsured families and individuals, seniors on fixed incomes, immigrants, and people experiencing homelessness. Each year we care for nearly 60,000 patients at our nearly 30 non-profit medical, dental and school-based clinics. We ask everyone to pay what they can, but no one is turned away due to inability to pay.

Our clinics are located in neighborhoods where health disparities are the greatest, and our care teams, who speak over 55 languages and dialects, are as diverse as our patients. No matter who you are, or where you come from, regardless of your insurance, income or immigration status, you are welcome at Neighborcare Health.

The full job description is available upon request

#Work4NCH

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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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