Business Operations Manager 

South Jersey Coping Clinic is a mental health private practice that focuses on integrating holistic and innovative approaches to its culture, clients, and mission forward. South Jersey Coping Clinic is invested in the needs of our people. With a focus on being a one stop shop for mental wellness our dedicated team of experienced therapists and wellness experts bring a wealth of knowledge to support the healing needs of the people we serve. We believe in operating with innovation, exercising compassion, being engaged with our clients and delivering exceptional results. We live our values every day in the work we do with our clients, our community, and our team. 

Responsibilities 

The following essential functions are the fundamental job duties of the position to be completed with or without appropriate reasonable accommodation. 

The Business Operations Manager contributes to the success of our fast-growing company. The position encompasses a wide range of administrative and operations-related tasks. The incumbent must be self-directed, have excellent organizational skills, communicate with team members and clients regularly and welcome organizational challenges. This person will report to the CEO and plays a critical role supporting the internal operations and coordination of the following: 

• Provide administrative and operational support in a complex fast-paced team environment. 
• Maintain operational and office efficiency by implementing and maintaining company systems 
• Creates and revises systems and procedures by analyzing operating practices and recordkeeping systems. Manages company standard operating procedures.  
• Maintains client files including contact information, materials, onboarding and organizational correspondence 
• Administer the business development process while working in collaboration with the CEO and Admin team. 
• Administer client and project billing system; setting up new clients, reporting and analysis.  
• Serve as a project manager for development of client standard operating procedures, templates, toolkits and resources.  
• Support the presentation and delivery of client projects 
• Support the information technology requirements and systems for the organization. 
• Assist the development of South Jersey Coping Clinic communications to include website, social media presence, and community networking events/needs. Writes, edits and formats general, industry-specific communications for clients and new business. 
• Provide operational and client support to the CEO as necessary  
• Generating new business opportunities and potential customers. 
• Recruiting and training staff 
• Monitoring inventory. 
• Nurturing Relationships 
• Making data-informed decisions to drive performance and resource allocation 
• Meeting or exceeding sales targets 
• Negotiating deals. 
• Overseeing client support services 
• Managing procurement and resource allocation 
• Assisting customers to implement and access company services. 
• Scheduling and preparing quarterly reviews to set objectives and identify shortfalls in customer engagement. 
• Resolving customer complaints and issues in a timely manner. 
• Complete monthly reports 
• Other duties as assigned 
• Ability to receive and implement feedback.  
• Collaborative mindset 
• Ability to work under pressure and manage multiple clients and projects. 
• Ability to manage conflict 
• Take on new tasks and responsibilities as needed. 

Qualifications 

• Master’s degree or equivalent 
• 3+ years of experience in office management in a healthcare setting 
• 3+ years of sales and/or marketing 
• Proficiency in Microsoft Office products  
• Excellent written and verbal communication skills, with the ability and confidence to communicate at all levels of the organization, including C-Suite and senior levels. 
• Experience developing compelling presentations and materials. 
• Ability to research and assimilate information. 
• Ability to work effectively in an in-person and virtual environment with little management oversight. 
• Demonstrate the highest degree of integrity, professionalism, diplomacy, and discretion. 
• Willingness to move between higher level skills of managing up and more routine daily tasks. 
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages. 
• Sort and triage mail; maintain e-mail and other address directories. 
• Compose and prepare letters relating to routine correspondence for the CIO’s signature. 
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials. 
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate. 
• Prepare, reconcile, and submit expense reports. 

To perform this job successfully, an individual must be able to perform all essential duties. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.