Director Of Operations Jobs

Our client is a successful multi-location orthodontics and pediatric dentistry business located North of Chicago. Extremely fast-paced and busy, we are looking to hire a Director of Operations to manage staff and lead the overall administration, operations, and financial management of the business. Reporting to the owners, this person will lead a team of 75 staff. This person will be responsible for overseeing practice performance through the measurement of key performance metrics; will be directly involved in the implementation of new practice systems and processes; will work with site managers and teams to measure site performance and provide support and coaching as needed; will oversee daily operations to ensure the organization is performing efficiently and effectively.

We are looking for a strong leader with at least 5-10 years of managerial experience. Qualified candidates will have a passion for leading teams and a background in HR, operations, financial management, and process improvement. The successful incumbent will directly lead a team of 9-10 managers.

Responsibilities:

· Acts as a professional advisor to the owners on all aspects of business activities

· Serves as the liaison between the owners and other key leadership team members to ensure proper oversight of each individual department within the organization

· Actively participates in instilling the practice vision and mission within the organization by fostering positive relationships between the doctors and all team members

· Oversees each department in the organization including the CFO/Financial Team, Human Resources Director, Marketing Director/Marketing Team, Site Managers, and Clinical/Administrative Leads at each location, ensuring each is reaching goals set by departmental and company leadership

· Communicates and explains new directives, policies, or procedures to managers; for major changes, meets with entire operations staff to explain changes, answer questions, and maintain morale

· Projects a positive image of the organization to employees, customers, industry, and community

· Acts as a spokesperson for the organization through internal and external community engagement

· Identifies and informs the owners of internal/external issues that affect the organization and present solutions

· Conducts official correspondence on behalf of the owners

· Works with the CFO and owners to prepare, maintain, and evaluate a yearly comprehensive budget

· Provides owners with accurate monthly comprehensive reports on key performance indicators (KPI’s), practice monitors, budget reports, and profit/loss statements of the organization at least 3 days prior to scheduled monthly doctor meetings

· Assists in making recommendations to improvement of systems and processes based on key financial/performance indicators to improve profit margin and profit growth

· Be involved in decisions about purchasing, level of inventory, and cost containment

· Approves expenditures within the authority delegated by the owners

· Ensures sound bookkeeping and accounting procedures are followed and observe precautions against embezzlement

· Monitors monthly cash flow of the organization and ensure it aligns with the approved budget

· Responsible for evaluating fee policy and fee schedules with the doctors

· Oversees funding for organizational operation, specifically working in conjunction with the CFO to research funding sources or creating proposals to increase funds

· Oversees organizational compliance with all legislation covering taxation and withholding payments

· Ensures that the operation of the organization aligns with the practice vision and meets the expectations of the owners and its clients

· Oversees the efficient and effective day-to-day operation of the organization to maintain or improve quality

· Establishes quantitative and qualitative metrics, guidelines, and standards by which the company’s efficiency and effectiveness can be evaluated; identifies opportunities for improvement

· Reviews, analyzes, and evaluates business procedures

· Implements policies and procedures that will improve day-to-day operations

· Leads coordination and integration of efforts among all departments/locations to produce smoother workflow and more cost-effective business processes.

· Improves customer service and satisfaction through policy and procedural changes

· Prepares meeting agendas and supporting materials for the owners and doctors

· Drafts policies for approval, prepare procedures to implement organizational policies, assist in consistent implementation of policies, and review existing policies on an annual basis to recommend any changes

· Oversees the planning, implementation, execution, and evaluation of special projects

· Organizes, plans, and assists in the presentation of the yearly all-practice meeting

· Organizes and plans doctor retreats and team building events in conjunction with other leadership team members

· Works with the Human Resources manager to determine staffing requirements for organizational management including job descriptions for all staff

· Oversees the implementation of the human resources policies, procedures, and practices

· Assists in updating the employee handbook yearly and documenting staff receipt/agreement of practice policies

· Within the authority delegated by the owners and at their direction, hires new team members, coaches/mentors staff appropriately to improve performance, provide performance plans or disciplinary actions when necessary, and releases staff when necessary, using appropriate and legally defensible procedures

· Ensures that personnel, client, donor, volunteer files are securely stored and privacy/confidentiality is maintained

· Evaluates HR Operations for optimization of systems and technology

· Actively participates in development of strategic marketing plan to achieve practice growth goals

· Oversees the marketing team to ensure marketing activities are performed, results are tracked, and goals are met

· Actively participates in organization branding, and ensures brand consistency at each location

· Facilitates marketing updates are provided to practice owners regarding marketing events or activities and the return on investment (ROI)

· Manages and assists in updating the doctor’s yearly licensures, diplomate statuses, continuing education, insurance policies, hospital credentialing, DEA registrations, and any other necessary professional certifications are completed

· Ensures that owners and the organization carry appropriate and adequate insurance coverage and that everyone understands the terms, conditions, and limitations of the policies

· Identifies risks to the organization’s people, property, finances, goodwill, and image and implements measures to control risks

Qualifications:

· 5-10 years of experience as the overall manager of a business (General Manager or Operations Manager)

· Experience scaling a business 2-3 times, developing new processes and procedures to accommodate and build growth

· Experience managing a business with a strong service component, ideally with complexity around billing

· A Master’s degree in business administration, finance, personnel management, or related fields is highly desirable

· Five or more years of leadership or supervisory experience

· Exceptional emotional intelligence and people skills

· Experience and training in decision-making, corporate governance, change management, negotiation, strategic leadership, and business analysis are desirable

· Experience in team development, process improvement, and project implementation

· Experience creating new business processes

· Experience working with executive leadership teams

· Experience working with performance metrics, budgets, and reporting

· Experience building successful, healthy and effective teams

· A thorough understanding of practices, theories, and policies involved in business and finance

· Strong knowledge of business operations and practice performance metrics, and ability to apply that knowledge in the workplace

· Ability to effectively document executive leadership and strategic plans, follow through with action items, and ensure goals are achieved in a timely manner

· Knowledge or willingness to learn dental/orthodontic terminology and business systems

· Extremely proficient in Microsoft Office Suite or related software

· Ability to maintain a high degree of confidentiality