Senior Administrative Operations Manager

OUR MISSION

At Rhythm, we are on a mission to revolutionize cardiac care through advanced remote monitoring solutions. As a leader in the remote healthcare space with nearly 200,000 patients, our fast-growing tech company leverages cutting-edge technology and expert administrative and clinical care to provide exceptional real-time cardiac monitoring. Our goal is to harness the power of health data, optimizing it for the benefit of all humanity. By empowering our clinicians, administrative teams, and partners with quality data, we enhance patient care, expand operational capacity, and improve quality of life. Join us as we mobilize the world’s health data to create tangible outcomes and a healthier future for everyone.

Role Overview

The Senior Manager for Administrative Operations plays a crucial role in aligning the organization’s administrative functions with its overall strategic objectives, ensuring that all administrative processes are seamlessly integrated with clinical operations. This role is responsible for translating organizational strategy into efficient administrative processes and overseeing their execution by Administrative Managers. The Senior Manager ensures that administrative operations—including scheduling, patient outreach, and encounter creation —not only support but also align closely with clinical teams to optimize overall efficiency. As the main point of escalation for administrative challenges, this role drives process improvements, implements policies, and ensures that administrative tasks are synchronized with clinical workflows and organizational goals.

Key Responsibilities:

• Translate Organizational Strategy into Administrative Work Plans:

Convert strategic goals into detailed administrative processes and workflows. Ensure effective communication and execution by Administrative Managers.

• Process Improvement & Workflow Optimization:

Identify inefficiencies and recommend improvements in administrative workflows, scheduling, billing, and data management processes. Manage the end-to-end process for launching new administrative initiatives, ensuring smooth implementation.

• Mentor and Manage Administrative Managers:

Provide oversight, guidance, and support to Administrative Managers. Conduct performance reviews, monitor progress, and develop leadership capabilities within the administrative management team.

• Policy Recommendation & Implementation:

Collaborate with senior leadership to recommend and implement administrative policies and procedures that align with organizational objectives.

• Incentive Metrics:

Oversee incentive metrics and manage administrative team lead bonus scorecards to ensure accurate and timely compensation. Prepare and submit finalized metrics for approval by the Director of Operations.

• Problem-Solving & Decision-Making:

Leverage deep knowledge of administrative operations to independently resolve complex issues. Make informed decisions to enhance administrative efficiency.

• Quality Assurance & Performance Monitoring:

Establish and monitor key performance metrics for administrative operations. Oversee monthly QA audit reporting to ensure compliance with standards and drive continuous improvement.

• Collaboration & Communication:

Serve as the liaison between administrative and clinical teams, ensuring alignment and collaboration. Provide regular updates on operational progress and challenges. Participate in strategic discussions to align administrative operations with overall company goals.

• Full Team Management Responsibility:

Manage all aspects of the administrative operations team, including hiring, performance appraisals, and staff development.

Expectations:

• Regularly communicate progress toward operational objectives.
• Ensure alignment between administrative functions and organizational goals.
• Delegate tasks effectively and ensure timely follow-up for completion.
• Propose and implement continuous improvements in administrative processes.

Skills & Qualifications:

• Must have 5+ years direct administrative operations and team management.
• Strong leadership, delegation, and mentorship skills.
• Ability to translate organizational strategy into efficient administrative processes and manage team performance.
• Demonstrated ability to solve complex issues independently and make decisions within established guidelines.
• Experience in process improvement and project management, with the ability to own and drive initiatives from ideation to execution.
• Proficiency with administrative systems and tools, including Salesforce or similar CRM platforms, to enhance operational efficiency.
• Hands-on experience with patient outreach and workflow management, ensuring smooth communication and coordination with clinical teams.
• Knowledge of client EMR systems and the ability to work closely with clinical teams to ensure accurate data input and patient record management.
• Familiarity with CPT codes and billing processes, ensuring accurate charge capture and billing alignment with healthcare standards.
• Strong reporting skills, with the ability to generate and interpret performance metrics, and present data-driven insights to leadership for informed decision-making.
• Experience in workforce management, including scheduling, resource allocation, and staff performance optimization, to ensure efficiency and adequate support for clinical operations.

Location:

This position is US-based and will be located in either our Brooklyn, NY office or Rockville, MD office. You will be expected to be present in the office at least 2 days per week.

How We'll Take Care of You:

• Competitive Health, Dental, and Vision Insurance
• Paid Time Off and Paid Holidays
• 401(k) with Employer Match

Our job titles may span more than one career level. The actual base pay is dependent upon many factors, such as: training, transferable skills, work experience, business needs and market demands. The base pay range is subject to change and may be modified in the future. This role may also be eligible for bonus, equity, benefits, and other such rewards.

Total Pay Range:

• $100,000 – 125,000