Description
At NorthBay Health, the Manager, Ambulatory Business Operations ensures smooth day-to-day operational performance across healthcare administrative functions. This role supports process optimization, data reporting, cross-department coordination, and operational problem-solving to improve efficiency, compliance, and patient-facing workflows. The ideal candidate is highly organized, analytical, and collaborative, with the ability to manage multiple priorities while supporting operational excellence across the organization.
PRIMARY JOB DUTIES
Operational Coordination
Serves as the operational point of accountability for ambulatory initiatives.
Ownership of KPIs, dashboards, and performance improvement plans.
Support daily operational workflows across healthcare administrative functions.
Coordinate scheduling, documentation management, and cross-functional communication to ensure seamless operations.
Monitor workflow effectiveness and proactively address operational issues.
Process Improvement
Assist in the implementation of new processes, technologies, and operational systems.
Identify workflow inefficiencies and recommend process improvements to enhance productivity and service quality.
Support continuous improvement initiatives that drive operational excellence.
Data & Reporting
Compile, analyze, and maintain operational, daily engagement system (DES), reconciliation, and performance reports for leadership review.
Monitor key performance indicators (KPIs) and identify trends, risks, and opportunities for improvement.
Ensure accuracy and integrity of operational data and reporting.
Policy, Compliance & Governance Ownership
Ownership of policy development, maintenance and operational standards.
Ensuring regulatory readiness across ambulatory operations
Leading audit responses and corrective action plans
Budget & Resource Management
Assists in managing budgets, forecasting, and resource allocation.
Oversight of procurement strategy.
Systems Support
Serve as a subject matter expert for operational systems, workflows, and data management processes.
Escalates, resolves, and prevents systemic issues.
Troubleshoot system and process-related issues and provide support.
Collaborate with technical teams to improve system functionality and data flow efficiency.
Cross-Department Collaboration
Chairs/leads cross-functional workgroups.
Drives alignment between Information Technology (IT), Human Resources (HR), Finance, Credentialing, Clinical Operations, and other departments to support integrated business processes.
Facilitates communication and coordination among stakeholders to ensure operational alignment and effectiveness.
Supports organizational initiatives that require cross-functional engagement.
Project Support
Leads and participates in business-driven initiatives and operational improvement projects.
Assist with project planning, coordination, documentation, and execution.
Track project milestones and support timely completion of deliverables.
Purchasing & Procurement
Support purchasing and procurement activities to maintain appropriate inventory levels and operational readiness.
Assist in vendor relationships, including performance monitoring and issue resolution.
Analyze inventory utilization and recommend improvements to purchasing processes.
Compliance Support
Maintain required operational and business documentation.
Support adherence to regulatory requirements, accreditation standards, organizational policies, and compliance programs.
Assist with audits, documentation reviews, and compliance reporting activities.
Qualifications
Education: Bachelor's Degree in healthcare administration or related field required.
Licensure/Certification: N/A
Experience: Minimum 3 years of experience in business operations, healthcare administration, project coordination or a related role. Project management and process improvement skills preferred. Healthcare experience preferred.
Skills: Project management and analytical, organization and problem-solving skills required. Knowledge of regulatory and accreditation standards (e.g., CLIA, CMS, Joint Commission, CDPH). Strong communication skills. Ability to manage multiple projects, meet deadlines, and work collaboratively with cross-functional teams.
Interpersonal Skills: Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust and Hardwire Excellence. Leadership, strong verbal and written communication, conflict resolution, self-starter, works independently, organizes workload. Ability to effectively resolve complex issues simultaneously and escalate when appropriate.
Hours of Work: 40 hours/week, flexible hours, may require evening or weekends.
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