Clinical Operations Manager - Pediatrics

Schedule: Monday - Friday, 8:00 AM - 5:00 PM; may require duties related to scheduling/taking phone calls after hours.

Pay: Based on experience

Education level: Bachelor's degree required; Master's degree preferred (Healthcare Administration, Physical Therapy, Occupational Therapy, Speech Therapy or Board Certified Behavior Analyst; see Education/Experience below

SUMMARY:

The Clinical Operations Manager is responsible for overseeing the daily operations and administrative functions of the center which includes early intervention day treatment classrooms and outpatient therapy services, including physical therapy, occupational therapy, speech therapy, and applied behavior analysis (ABA). This role ensures high-quality service delivery, operational efficiency, regulatory compliance, and a safe, clean, and therapeutic environment for clients and staff. This position directly supervises a Licensed Teacher responsible for the oversight of classroom programming, ensuring strong alignment between educational programming and clinical operations.

The Clinical Operations Manager serves as a key leader, aligning clinical services with organizational goals while managing financial performance, staffing, scheduling, and client flow.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Program & Service Oversight

• Oversee the operations of four early intervention day treatment classrooms in partnership with the Licensed Teacher, ensuring effective program delivery and adherence to clinical and educational standards.
• Provide direct supervision and support to the Licensed Teacher, including:
  • Monitoring classroom quality and consistency
  • Supporting curriculum/program implementation
  • Ensuring compliance with applicable educational and clinical requirements
• Supervise outpatient therapy services, including:
  • Physical Therapy (PT)
  • Occupational Therapy (OT)
  • Speech Therapy (ST)
  • Applied Behavior Analysis (ABA)
• Collaborate with clinical and educational leadership to maintain high-quality outcomes and integrated care.

Operational Leadership

• Manage day-to-day operations across classrooms and therapy departments.
• Develop and implement processes, procedures, and workflows to improve efficiency and service delivery.
• Ensure coordination between classroom programming, therapy services, and administrative functions.

Financial & Budget Management

• Develop, monitor, and manage departmental budgets.
• Oversee financial performance, including productivity metrics, cost containment, and revenue optimization.
• Identify and implement operational improvements that support financial sustainability.

Scheduling & Staffing Oversight

• Oversee staff scheduling across classrooms and therapy services to ensure appropriate coverage.
• Work closely with the Licensed Teacher to align classroom staffing needs with census and acuity.
• Collaborate with leadership on hiring, workforce planning, and staff retention strategies.

Intake & Client Flow Management

• Provide oversight of intake coordination to ensure timely admissions and service initiation.
• Monitor referral pipelines, caseloads, and service capacity across programs.
• Ensure efficient client flow between services and programs.

Client Relations & Discharge Management

• Oversee client dismissals/discharges in collaboration with clinical and educational staff, ensuring decisions are appropriate, well-documented, and compliant.
• Address client concerns and support a high standard of family engagement and satisfaction.

Facility Management & Safety

• Ensure cleanliness, organization, and readiness of classrooms and treatment areas.
• Maintain compliance with health, safety, and infection control standards.
• Oversee facility operations, including equipment, supplies, and maintenance.
• Promote a safe environment for clients, families, and staff.

Compliance & Quality Assurance

• Ensure adherence to regulatory, accreditation, and organizational standards across all services.
• Monitor documentation, service delivery, and classroom practices for compliance.
• Support audits, inspections, and quality improvement initiatives.

Team Leadership & Collaboration

• Provide leadership, coaching, and performance management for the Licensed Teacher and other staff as applicable.
• Foster collaboration between classroom staff, therapists, and administrative teams.
• Support a culture of accountability, communication, and continuous improvement.

This is a safety sensitive position.

Maintains confidentiality of all information received regarding Friendship Community Care, Inc. and the person who served. Conditions of confidentiality shall be in compliance with Friendship Community Care Non-Disclosure Policy and HIPPA Policies.

The job description is not intended to be all-inclusive, and employees will also perform other reasonable related business duties as assigned by immediate supervisor and other management as required.

This organization reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment.

QUALITY ASSURANCE & COMPLIANCE: To adhere to the following and comply with all Quality Assurance’s & HIPPS procedures.

• The Code of Conduct and Compliance Investigation Procedures as read and discussed in the new employee training must be followed at all times.
• Person served progress notes be maintained and completed daily or as needed on the prescribed forms.
• Person served records must be maintained weekly, monthly, quarterly, and yearly. All information must be filed in person’s served records as needed and updated as prescribed by funding sources.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Position Impact

This role is critical in ensuring that both clinical services and classroom programming are aligned, high-quality, and operationally strong, ultimately supporting better outcomes for children and families.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge, Skills, & Abilities

• Strong understanding of interdisciplinary service delivery (education therapy integration).
• Financial and operational management expertise.
• Leadership and supervisory experience, including oversight of licensed staff.
• Excellent communication, organizational, and problem-solving skills.
• Knowledge of regulatory and safety standards in healthcare and/or educational settings.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• Bachelor’s degree required; Master’s degree preferred (Healthcare Administration, Physical Therapy, Occupational Therapy, Speech Therapy or Board Certified Behavior Analyst). 
• Minimum of 3–5 years of experience in healthcare, clinical operations, or program management.
• Experience in early intervention, pediatric services, or therapy programs preferred.
• Experience supervising licensed professionals or multidisciplinary teams strongly preferred.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental relations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, person served, customers, and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts, such as discounts, interest, commissions, proportions, percentages, area, circumference and volume.  Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to apply commonsense understanding to carry out instructions furnished in written oral or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS:  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The ability to sit for extended periods and perform desk-based tasks. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.