Assistant Operations Manager (AOM)

Position Summary 

The Assistant Operations Manager plays a key role in driving clinic-level operational excellence and serves as a strategic partner to the Clinic Operations Manager and regional leadership. This position oversees and coordinates multiple operational priorities, supports staff and scheduling needs, monitors compliance and performance, and identifies opportunities to improve efficiency and the overall clinic experience. 

The AOM is expected to exercise independent judgment in resolving operational challenges, provide operational leadership in the absence of the Operations Manager, and support the clinic's day-to-day management and strategic priorities.  

Key Responsibilities 

Operational Leadership & Oversight 

• Ensure the clinic is opened each business day in accordance with established operating hours and opening procedures, including ensuring the facility, staffing, and operational needs are ready for the start of services. 

• Partner with the Clinic Operations Manager to oversee day-to-day clinic operations and assume appropriate Operations Manager responsibilities when the OM is out of office. 

• Exercise independent judgment to identify operational challenges, evaluate solutions, and implement improvements within established company guidelines. 

• Oversee and coordinate administrative, scheduling, staffing, and workflow processes across the clinic.  

• Monitor clinic operations and proactively address issues that may impact staffing, client services, productivity, or the overall clinic experience.  

• Lead process improvement initiatives designed to increase operational efficiency, reduce errors, and improve the employee and client experience. 

• Serve as a key operational point of contact for staff and assist with resolving day-to-day operational concerns.  

• Ensure clinic operations remain aligned with company policies, procedures, performance expectations, and operational standards.  

Staffing, Attendance & Team Support 

• Partner with the Operations Manager and leadership to address staffing, scheduling, attendance, and coverage needs.  

• Conduct attendance-related conversations with employees, document concerns appropriately, and escalate recurring or significant issues to leadership. 

• Provide recommendations to leadership regarding employee performance, attendance, policy violations, and potential disciplinary action.  

• Coordinate response to staff call-outs and coverage challenges, using independent judgment to determine appropriate operational solutions and escalating issues when necessary. 

• Support new hire onboarding and operational training to ensure employees understand company policies, procedures, and expectations.  

• Provide operational direction and accountability to staff within the scope of the AOM's responsibilities. 

• Collaborate with the Center Ambassador to support employee engagement, clinic culture, communication, and team initiatives, while maintaining a clear distinction that the Center Ambassador does not report directly to the AOM. 

Operational Quality & Compliance 

• Monitor compliance with company policies, operational standards, and applicable requirements.  

• Oversee attendance tracking, SOAP note submission processes, client documentation, and other operational records to support accuracy and audit readiness.  

• Review administrative, attendance, billing, and operational reports to identify discrepancies, trends, or areas requiring corrective action.  

• Evaluate operational trends and make recommendations to the Operations Manager and leadership regarding opportunities for improvement. 

• Ensure operational issues are identified and addressed proactively.  

Administrative & Resource Management 

• Oversee clinic inventory and supply management, balancing operational needs, cost, and efficiency.  

• Review operational reports and documentation for accuracy and completeness.  

• Take ownership of assigned clinic-level operational projects and ensure initiatives are completed within established timelines. 

• Support operational decisions that contribute to efficient use of staffing, resources, and clinic capacity.  

Leadership & Collaboration 

• Represent the clinic in cross-functional meetings and organization-wide operational initiatives.  

• Collaborate closely with Clinical Leadership, Operations, HR, and other departments to identify challenges and develop effective solutions.  

• Serve as a communication bridge between clinic staff and leadership.  

• Support a positive, accountable, and solution-focused clinic culture.  

• Partner with the Operations Manager and regional leadership on clinic priorities, operational initiatives, and performance goals.  

• Participate in team meetings, internal communications, community engagement initiatives, and other activities that support employee and clinic engagement.  

What We're Looking For 

The ideal candidate is a confident, organized, and solutions-oriented operational leader who can balance multiple priorities while maintaining a high level of accountability. 

You should be comfortable making independent operational decisions, addressing employee attendance and performance concerns, recommending solutions to leadership, and stepping into broader operational responsibilities when needed. 

This role is well suited for someone who has experience in healthcare, ABA, or another fast-paced service environment and is ready to take the next step in their operations leadership career. 

Qualifications 

Required 

• 3+ years of experience in healthcare, ABA, behavioral health, or another fast-paced operations environment.  

• Experience supporting or managing clinic, healthcare, or service-based operations.  

• Demonstrated leadership experience with the ability to independently manage operational priorities and make sound business decisions. 

• Strong organizational and time-management skills.  

• Strong problem-solving and critical-thinking skills.  

• Excellent written and verbal communication skills.  

• Ability to work independently and take ownership of operational responsibilities.  

• Strong attention to detail and ability to maintain accurate records.  

• Proficiency with Microsoft Office, Google Workspace, spreadsheets, and operational tracking systems.  

• Ability to maintain confidentiality when handling employee, client, and operational information.  

Schedule & Position Expectations 

This is a full-time, salaried exempt leadership position. 

The Assistant Operations Manager is expected to maintain a consistent presence at the clinic and be available to support operational needs during the clinic's regular hours. 

The AOM must be capable of assuming appropriate Operations Manager responsibilities during periods when the OM is unavailable.  

This position requires flexibility to address staffing, operational, and clinic needs as they arise. 

Required 

• 3+ years of experience in healthcare, ABA, behavioral health, or another fast-paced operations environment.  

• Experience supporting or managing clinic, healthcare, or service-based operations.  

• Demonstrated leadership experience with the ability to independently manage operational priorities and make sound business decisions. 

• Strong organizational and time-management skills.  

• Strong problem-solving and critical-thinking skills.  

• Excellent written and verbal communication skills.  

• Ability to work independently and take ownership of operational responsibilities.  

• Strong attention to detail and ability to maintain accurate records.  

• Proficiency with Microsoft Office, Google Workspace, spreadsheets, and operational tracking systems.  

• Ability to maintain confidentiality when handling employee, client, and operational information.