Operations Program Manager in Round Rock, Texas at Sage Veterinary Imaging

The Operations Program Manager reports to the Director of Radiology and Education and serves as a central operational resource supporting enterprise-wide systems, workflows, and organizational coordination. This role is responsible for developing, coordinating, standardizing, and optimizing operational processes that improve consistency, efficiency, scalability, and organizational effectiveness while reducing operational burden on leadership. Working cross-functionally with leadership, hospital managers, HR, Clinical IT, and enterprise stakeholders, the Operations Program Manager helps ensure operational infrastructure, training, scheduling, documentation, and support processes are organized, compliant, responsive, and sustainable across the organization.

The incumbent functions as the primary operational hub supporting leadership, specialists and doctors, practice site management, clinicians, and staff to ensure their ability to consistently deliver high-quality, efficient, and effective patient care. Operational excellence and a culture of service are demonstrated daily through accountability, collaboration, responsiveness, and continuous improvement.

Key Responsibilities

Telehealth Operations and Scheduling

• Support the continued evolution and scaling of enterprise telehealth operations and related scheduling functions across service lines, including radiology and other telehealth-supported programs.

• Coordinate operational setup, onboarding, and training for telehealth clients and internal stakeholders.

• Assist with scheduling coordination, including specialist scheduling, residency scheduling support, case workflow monitoring, case status escalation pathways, and operational continuity processes for telehealth services.

• Support workforce scheduling coordination for personnel assigned to telehealth service lines, including pre-residents/interns, residents, radiologists, and other assigned clinicians, ensuring schedules are developed and maintained with attention to operational demands, clinician wellbeing, service coverage, educational requirements, and the needs of practice sites.

• Develop and maintain operational procedures that support consistency, scalability, and efficiency across practice sites and telehealth operations.

• Identify workflow inefficiencies and support implementation of process improvements in collaboration with telehealth, residency, radiology, and GP operational teams.

Operational Systems, SOPs & Process Coordination

• Assist with development, maintenance, and organization of SOPs, workflows, operational templates, and process documentation across the organization.

• Coordinate with practice site managers to support consistent operational processes, templates, and documentation practices.

• Coordinate documentation and organization related to enterprise systems, system ownership, roles and responsibilities, operational workflows, integrations between systems, shared drive structures, and enterprise process dependencies.

• Help ensure operational documentation is reviewed, updated, and accessible to appropriate teams.

• Support operational projects, new initiatives, and process improvement efforts that enhance organization, consistency, and efficiency across departments and practice sites.

Recruitment, Onboarding & Offboarding Support

• Coordinate operational aspects of recruitment, onboarding, and offboarding activities.

• Ensure timely setup of systems, access, operational resources, equipment coordination, and training assignments for new hires.

• Support structured onboarding and offboarding workflows across enterprise systems and practice sites.

• Coordinate with HR, Clinical IT, and site leadership to remove operational barriers and improve onboarding efficiency.

• Conduct quarterly audits to ensure terminated or transitioned personnel no longer retain system access.

Access Governance & Operational Compliance

• Support enterprise-wide role-based access control practices across systems and platforms.

• Maintain and update access request forms, approval workflows, and operational access procedures.

• Coordinate provisioning and deprovisioning activities across enterprise systems.

• Maintain documentation of access roles, permissions, and system ownership.

• Support recurring operational audits to ensure compliance with enterprise standards and access governance practices.

Training, Compliance & Performance Coordination

• Coordinate organization-wide training and compliance activities, including course assignments and enrollment, completion tracking, reporting, documentation updates, overdue follow-up, and communication with managers, HR, and leadership regarding required programs such as Radiation Safety, FERPA, Anti-Harassment, cybersecurity, and other mandatory training.

• Support training activities across the organization by assisting with course registrations, tracking completions, compiling reports, and updating training materials. This includes support for non-clinical training, residency programs, and clinical service education as needed.

• Support hospital managers and leadership teams with coordination and tracking of education, training, and evaluation-related requirements.

• Assist in identifying and removing operational barriers that impact compliance, training, education, or review completion timelines.

Project Tracking/Management Support

• Support leadership meetings, committees, and operational working groups through meeting coordination, agenda preparation, documentation, and follow-up tracking.

• Assist leadership and management teams with project coordination, status tracking, reporting, communication follow-up, and implementation support as needed.

• Maintain organized documentation of operational priorities, action items, project updates, and cross-functional initiatives to support timely follow-through and visibility across teams.

Cross-Functional Coordination & Operational Support

• Serve as an operational liaison between practice sites, hospital managers, HR, Clinical IT, vendors, and enterprise leadership.

• Support coordination and implementation activities related to enterprise operational systems, applications, workflows, and organizational initiatives.

• Assist with operational support for new programs, initiatives, services, and process improvements across the organization.

• Ensure operational issues, dependencies, follow-up items, and related documentation are organized, communicated, and escalated appropriately when needed.

Qualifications

Required

• Bachelor’s degree or equivalent operational, administrative, or healthcare support experience.

• 3+ years of experience in healthcare operations, administrative coordination, systems support, project coordination, or operational support roles.

• Effective analytical, organizational, and problem-solving skills.

• Strong organizational, documentation, and workflow coordination skills.

• Experience coordinating schedules, calendars, or operational staffing activities.

• Experience supporting cross-functional operational or administrative processes.

• Ability to develop, maintain, and organize SOPs, workflows, and operational documentation.

• Strong communication, follow-through, and stakeholder coordination skills.

• Ability to manage multiple priorities and adapt within a fast-paced operational environment.

Preferred

• Experience in human or veterinary healthcare environments.

• Familiarity with operational systems, workflow coordination, process documentation, and access management practices.

• Experience supporting clinician, telehealth, or residency scheduling coordination.

• Experience supporting onboarding, compliance, educational, training, or scheduling programs.

• Experience supporting distributed or multi-site operational environments.

• Experience supporting new operational initiatives, programs, or process improvement efforts.

Core Competencies

• Operational Coordination

• Process Improvement

• Systems Thinking

• Organization & Documentation

• Workflow Coordination

• Cross-Functional Collaboration

• Communication & Stakeholder Support

• Problem Solving & Follow-Through

• Organizational Agility

• Attention to Detail

Work Style Survey

As a part of the application, please complete our work style survey found here: https://go.cultureindex.com/p/SuUuPLsR9ZwgdHD