Operations Support Manager in Charlotte, North Carolina at Providence

Summary: The Operations Support Manager provides operational leadership and administrative support to ensure the office, equipment, supplies, medications, and emergency readiness systems remain organized, stocked, functional, and ready for use. This role serves as a central operational resource for staff, surgeon offices, vendors, and leadership by coordinating office readiness, tracking open issues, supporting onboarding and orientation logistics, maintaining records and inventory systems, and helping resolve routine operational concerns. Working closely with the Director of Clinical Operations, State Coordinator, anesthesia technician, nursing staff, and surgeon offices, the Operations Support Manager supports efficient clinical operations through strong organization, communication, follow through, and escalation of issues when needed. This is a non-nursing, non-clinical support role that does not require RN licensure and does not perform direct patient care duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Duties include but are not limited to:

Office Operations

• Provide primary daily support for office operations and help ensure the office is clean, organized, stocked, and prepared for daily use.
• Monitor routine office readiness requirements, including supplies, forms, logs, equipment availability, communication resources, and overall office organization.
• Serve as the primary local contact for routine office operations inquiries and route clinical, scheduling, payroll, and personnel matters to the appropriate individual or department.
• Track open office operations issues and follow through to completion or escalation.
• Communicate operational concerns, staffing concerns, supply concerns, client concerns, and unresolved issues to the Director of Clinical Operations.
• Execute ongoing responsibilities and special projects as assigned by the Director of Clinical Operations.

Supplies, Medications, and Expiration Management

• Help ensure that office supplies, clinical supplies, medications, emergency supplies, and related materials are available for daily operations.
• Along with the anesthesia technician, maintain pharmacy inventory by ensuring adequate medication and supply levels and routinely monitoring expiration dates.
• Monitor supply and medication expiration dates and coordinate removal, replacement, ordering communication, or escalation of expired or soon to expire items.
• Place medication and supply orders in a timely but financially reasonable manner.
• Assist with stocking, organization, inventory support, delivery follow up, and storage area organization as assigned.
• Identify missing, damaged, unavailable, or inappropriate equipment, supplies or medications and escalate concerns promptly.
• Coordinate with surgeon’s offices to facilitate the ordering of narcotic supplies and ensure office-provided equipment is available and ready for staff use.

Code Cart and Emergency Readiness Support

• Help ensure code carts and emergency supplies are properly stocked, organized, inspected, and maintained in a state of readiness.
• Monitor code cart logs, expiration dates, emergency supply levels, and emergency equipment readiness in accordance with established procedures.
• Coordinate the replacement of expired or missing code cart items through the appropriate ordering, pharmacy, or clinical leadership channels.
• Communicate concerns regarding code carts, emergency supplies, or emergency equipment to the Director of Clinical Operations or the appropriate clinical leader.
• Assist in maintaining emergency readiness documentation and completing assigned follow-up items.
• Coordinate and organize emergency preparedness training with surgeon’s offices and PAA-Mobile staff.

Anesthesia Technician Support

• Work closely with the anesthesia technician to support daily readiness, supply needs, medication transport needs, equipment availability, and site preparation logistics.
• Help identify recurring issues related to supply flow, equipment readiness, medication availability, and daily logistics.
• Support clear communication between the anesthesia technician, nursing staff, State Coordinator, and leadership while preserving appropriate role boundaries.
• Function as back for the anesthesia technician during periods of unavailability.

Equipment Readiness and Troubleshooting

• Assist with routine equipment readiness checks and basic troubleshooting of office and clinical support equipment within assigned responsibilities.
• Help ensure equipment is available, clean, functioning, and ready for daily use.
• Track equipment concerns, repair needs, service follow-up, and replacement requirements as assigned.
• Coordinate with vendors, internal contacts, the anesthesia technician, and the Director of Clinical Operations regarding equipment concerns that may affect daily operations.
• Maintain company vehicle readiness including scheduling regular servicing and repairs.
• Ensure IT equipment remains in working order and collaborate with the IT department for any necessary repairs or updates.

Staff Support and Communication

• Assist nursing staff, anesthesia technicians, and office staff with routine operational inquiries related to supplies, equipment location, forms, office processes, and escalation pathways.
• Refer clinical nursing questions, patient care questions, medication administration questions, and scope of practice questions to the appropriate nurse or clinical leader.
• Direct scheduling requests, procedure changes, scheduling inquiries, timesheet matters, payroll matters, and routine billing support requests to the State Coordinator.
• Promote timely communication, consistent follow-through, courtesy, and service-oriented support in addressing staff and client-related operational needs.
• Help maintain an organized system for open items, pending follow up, and assigned tasks.

Orientation and Onboarding Support

• Assist with recruiting and orientation logistics for new nursing staff, anesthesia technicians, and office support staff.
• Prepare orientation materials, office process information, supply location information, equipment location information, forms, checklists, and follow up documentation as assigned.
• Coordinate with the State Coordinator regarding software access, scheduling system orientation, scheduling system orientation, and administrative onboarding items.
• Work with new surgeon’s offices to prepare them as PAA-Mobile begins providing anesthesia services.
• Coordinate with the Director of Clinical Operations or assigned clinical leader regarding clinical orientation needs for nursing staff.

Administrative Records, Compliance Support, and Process Improvement

• Maintain organized office records, supply logs, equipment logs, code cart logs, expiration tracking tools, vendor information, and assigned operational documents.
• Help remove outdated forms and replace them with current approved versions as directed.
• Identify system and workflow improvements that may enhance efficiency, readiness, organization, and staff support.

Relationship management

• Maintain vendor contracts and invoicing follow up.
• Function as the primary point of contact for items other than scheduling for surgeon’s offices
• Act as a liaison between vendors, clients, surgeon offices, and leadership to support timely communication and issue resolution.

Role Coordination

• Collaborate with the State Coordinator and function as backup for State Coordinator duties in his or her absence.

MINIMUM QUALIFICATIONS

To perform this job successfully an individual must be able to perform each essential duty to a satisfactory standard. 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.

Education: A high school diploma or equivalent GED is required. An associate degree in office administration, healthcare administration, business, management, or a related field is preferred.

Experience: A minimum of two years of experience in office administration, healthcare office operations, logistics, inventory management, or a related support role is preferred. Prior experience in an ambulatory, procedural, anesthesia, or clinical operations environment is also preferred.

License/Certification: Valid driver’s license required.

Technical Skills: Proficiency in Microsoft Office 365, electronic medical record systems, scheduling platforms, inventory tracking tools, and other systems utilized by PAA Mobile.

Reasoning Ability: Demonstrated strong organizational, communication, and follow-through capabilities, with sound judgment, close attention to detail, and the ability to effectively manage daily office operations priorities. Proven ability to support staff, coordinate supplies and equipment, monitor outstanding items, and escalate concerns through appropriate channels.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this position, the employee is regularly required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, and communicate effectively by speaking and hearing. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift, carry, push, and/or move up to 40 pounds. This position also requires the ability to remain seated for extended periods of time, up to and including the full work shift. Work is performed primarily in an indoor environment. The noise level in the work environment is typically light to moderate. The position involves routine exposure to contaminants, frequent face-to-face communication, and time-sensitive work demands. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

About Providence Anesthesiology Associates

Headquartered in Charlotte, North Carolina, Providence Anesthesiology Associates (PAA) is an independent physician owned practice compromised of over 150 anesthesiologists. Founded in 1991, PAA provides anesthesia and perioperative care at numerous healthcare facilities throughout North and South Carolina, serving more than 246,000 patients annually.

Why work for PAA?

• PAA continues to experience impressive growth and success. Our anesthesiologists are among the most elite in their field.
• Our physicians are committed to providing the best culture and experience to their employees. PAA’s core values include commitment, accountability, performance, integrity, transparency, adaptability, and leadership. We do what’s right and don’t compromise.

What’s in it for you?

• Strong workplace culture. We care about each other as people. We build relationships and connections beyond the time spent on the job. We offer a supportive, highly team-oriented work environment.
• We provide competitive total rewards including salary, benefits – Day 1, retirement, profit sharing, life insurance, paid time off, holidays, education reimbursement, employee recognition for birthdays and anniversaries, fun team building events, and more.
• We want you to succeed and our employer to employee relationship is proven to help you reach your goals and the goals of PAA.

What else should you know?

• Providence Anesthesiology Associates is an equal opportunity employer and does not tolerate discrimination based on any protected status.
• PAA participates in E-Verify. E-Verify is an internet-based system that compares the information you provide on the Form I-9 with information from the Social Security Administration and Department of Homeland Security records.