Senior Office Manager Surgical Speciality Practice

Senior Office Manager

Surgical Specialty Practice

Location: Santa Clara County, California

Employment Type: Full-Time

Salary Range: $95,000 – $135,000 annually (commensurate with experience)

Position Overview

A leading surgical specialty practice in Santa Clara County is seeking a highly capable Senior Office Manager to lead operational management across clinical offices, hospitals, and procedural scheduling.

This role is intended for a proven high-performing healthcare administrator who thrives in a fast-paced surgical environment and who is comfortable managing complex physician schedules, hospital coordination and regulatory compliance 

The ideal candidate is a strong leader who brings both professionalism and adaptability to an environment where surgical demands and physician priorities can change quickly.

This position requires someone who is flexible, highly organized, cordial, and capable of absorbing significant operational changes while maintaining a calm, professional presence.

Required Minimum Qualifications:

Applicants must meet ALL the following requirements:

• Minimum 7 years of verifiable healthcare administration or medical practice management experience
• Bachelor’s degree from an accredited four-year college or university
• Demonstrated experience managing staff in a multi-physician medical practice or surgical specialty environment
• Proven experience with surgical scheduling, hospital coordination and procedure-based clinical workflows
• Strong working knowledge of HIPAA regulations and healthcare compliance
• Experience overseeing insurance and hospital credentialing and provider enrollment
• Demonstrated ability to manage staff recruitment, training, performance management, and disciplinary actions
• Ability to operate effectively in a dynamic surgical environment where physician emergencies and schedule changes are common

Preferred Qualifications

Candidates possessing the following qualifications will receive special consideration:

• Experience working with vascular surgery, cardiology, interventional radiology, or other procedural specialties.
• Familiarity with vascular laboratory operations and diagnostic imaging workflows
• Fluency in Spanish

Key Responsibilities

Staff Leadership & Human Resources

• Direct daily operations of administrative, front office, and clinical support staff.
• Manage staff scheduling, time-off coordination, and coverage planning.
• Lead recruitment, interviewing, and hiring of new staff members.
• Implement structured staff training and onboarding programs.
• Conduct performance evaluations and manage disciplinary actions when necessary.
• Oversee employee benefits coordination, HR compliance and records management.

Surgical Scheduling & Procedural Coordination

• Manage scheduling of vascular and endovascular surgical procedures.
• Coordinate physician operating room schedules with multiple hospitals and surgical facilities.
• Ensure completion of insurance authorizations, pre-operative documentation, and patient preparation.
• Serve as primary liaison between physicians, hospital surgical departments, and patients.

Hospital Coordination

• Coordinate physician hospital schedules and block time utilization.
• Maintain relationships with hospital scheduling departments and surgical coordinators.
• Ensure physician hospital credentials remain current.

OBL Coordination

• Coordinate case scheduling
• Maintain compliance with OBL credentialing and procedural requirements.

Vascular Laboratory Operations

• Oversee workflow coordination of the vascular diagnostic laboratory.
• Coordinate communication between physicians, ultrasonographers, and administrative staff.
• Support compliance with IAC/ICAVL accreditation standards.
• Verify vascular ultrasonographer credentialing

Insurance / Licensing and Credentialing

• Manage provider credentialing, licensing and recredentialing with state medical boards, commercial insurers and Medicare.
• Maintain credentialing records and monitor renewal timelines.

Compliance & HIPAA

• Ensure practice adherence to HIPAA and healthcare regulatory requirements.
• Coordinate staff training on privacy and compliance.
• Maintain documentation required for audits and regulatory review.

Vendor Management

• Manage relationships with medical equipment suppliers, service vendors, and office vendors.
• Schedule and coordinate vendor inservice training.

Personal Assistant Support to Practice Owner

• Provide high-level administrative and operational support to the practice owner.
• Assist with scheduling, operational initiatives, and confidential administrative tasks.
• Support implementation of operational projects and strategic initiatives.

Professional Characteristics We Value

The ideal candidate will demonstrate:

• Growth mindset; A positive “can-do” attitude
• Professionalism and discretion
• Ability to remain calm and effective in fast-changing clinical environments
• Pro-active approach; independent decision-making abilities
• Strong organizational discipline
• High emotional intelligence and team leadership skills

Benefits

• Competitive salary: $95K – $135K
• Health insurance benefits Vision/Dental
• Paid time off
• Retirement plan options 401 (K)
• Opportunities for professional advancement

Qualified applicants are asked to submit a resume together with 3 letters of recommendation to drkokinos@southbayvascular.com