Onsite Program Manager in California at Agile Occupational Medicine LLC

Position Summary

The Onsite Program Manager is accountable for the development, growth, day-to-day management, and financial and operational performance of Agile's Employer Services Onsite (ESO) episodic services program, including drug and alcohol testing, vaccination and flu clinics, physicals, respirator fit testing, audiometric testing, and other employer-site events. This is a hands-on management role requiring independent judgment, proactive staffing and training, reliable fulfillment, and clear ownership of outcomes.

The Manager builds and sustains a dedicated, regionally staffed service model; owns the onsite event and billing lifecycle; develops and maintains SOPs; oversees team performance and operational readiness; tracks and reports weekly KPIs; and recommends measurable growth and improvement plans to the VP of Clinical Services. The Manager is expected to identify problems early, present solutions, and carry through on execution rather than relying on leadership to coordinate routine program operations.

Schedule: Monday through Friday, with flexibility based on onsite events

Compensation: Starting compensation range is $80,000-$100,000 annually. Exact compensation may vary based on skills, experience, and location.

Essential Duties & Responsibilities

Program Build-Out

• Build out the existing onsite program: formalize the service catalog, standard work and operating model from intake and quote through scheduling, deployment, close-out and billing, creating what does not yet exist.
• Build and maintain an adequately trained PRN staffing pool and regional pods; maintain a current staffing roster, confirmed availability, and deployment plan matched to forecasted and booked onsite demand. Identify coverage gaps early and escalate risks with recommended solutions.
• Develop, document, and execute timely onboarding, role-specific training, and supervised readiness assessment for onsite staff. Coordinate with Recruiting and HR to track candidates, start dates, training completion, and readiness to work independently.
• Maintain an onboarding and training calendar with named owners and target completion dates; verify that new hires are ready before they are relied upon for independent event coverage.
• Develop, manage, and report the program budget and P&L, including margin by event and service line; identify avoidable expenses, evaluate alternatives, and obtain required approvals for material costs.

Program Growth & Development

• Partner with the VP of Clinical Services, Sales, and Operations leadership to set program strategy and annual growth targets using measured sales-cycle, capacity, staffing, and financial data.
• Partner with Sales to build the pipeline across existing-client geo-targeting, net-new outbound, website (organic and paid) and cross-sell channels.
• Develop new service offerings for seasonal slow months to smooth seasonal revenue swings.
• Drive client retention by leading proactive renewal outreach and moving clients from single-event contracts toward annual or evergreen service agreements.
• Support the digital front door, including service-line web pages and online lead capture.
• Serve as the primary operational contact for key employer accounts, leading pre-event kickoffs and post-event reviews.
• Evaluate new program opportunities, including Job Site Based Clinics; gather evidence of demand, operating requirements, and financial viability, and present go / pilot / no-go recommendations to the VP of Clinical Services.

Operations & Standardization

• For each booked event, confirm an accountable lead and backup, communicate service requirements, and review staffing risks sufficiently in advance to avoid preventable cancellations or service disruptions.
• Promptly notify the VP of Clinical Services and affected partners of significant service risks, with a proposed coverage or recovery plan; document outcomes and actions taken.
• Own the planning, staffing, deployment, and reliable fulfillment of all onsite events from scope and pricing through post-event closeout. Ensure each event has a confirmed trained staffing plan, equipment and supplies, client instructions, and contingency coverage. When staffing is unavailable, personally provide services only when qualified, authorized, and operationally appropriate, while pursuing a sustainable staffing solution.
• Own the onsite contract template, pricing and program minimums (participant counts, hour minimums, scheduling and cancellation notice).
• Own the full lifecycle of onsite SOPs: identify gaps, draft procedures, coordinate clinical/compliance review and approval, train staff, implement controls, and review and maintain current documentation. Establish written workflows so critical activities can be performed by qualified backup personnel.
• Own the onsite billing life cycle, from Work Order creation through claim submission and payment follow-up; partnering with the CBO so onsite services are registered, coded, billed and collected on time; monitor results reporting to employers.
• Ensure onsite services meet applicable regulatory and clinical standards, including DOT collection procedures and OSHA medical surveillance requirements.
• Partner with the Medical Director to establish standing orders and clinical protocols and ensure onsite staff practice within their California scope of practice and required supervision.
• Manage onsite logistics, including equipment, supplies and inventory; vaccine storage and cold chain; specimen chain of custody and lab courier coordination; and sharps and biohazard waste handling.
• Meet employer site requirements, including certificates of insurance, site safety orientations, staff badging or background checks, and patient privacy (HIPAA) at the onsite.
• Select and manage vendors and subcontractors (labs, mobile units, contracted clinical staff) needed to deliver services outside Agile's clinic footprint.
• Establish and maintain quality assurance processes, including event audits, client feedback, incident escalation, complaint resolution, documented corrective actions, and follow-through on recurring issues.
• Lead the selection and use of the program's system of record (CRM or equivalent).

KPI & Performance Management

• Develop and identify the KPIs that measure the program's growth, operational performance and financial results, including performance of the onsite billing life cycle.
• Set measurable KPI targets with the VP of Clinical Services and maintain a written action plan for improvement priorities.
• Maintain a current operational dashboard and a documented list of open actions, owners, and due dates; review progress routinely with the VP of Clinical Services.
• Deliver an accurate weekly KPI and operating update to the VP of Clinical Services covering pipeline, booked and completed events, staffing readiness, onboarding and training progress, fulfillment issues, revenue, margin, billing, and outstanding corrective actions.
• Investigate performance gaps promptly, document root causes and corrective actions, assign owners and deadlines, and verify sustained resolution.
• Use sales forecasts, booked events, and capacity data to set hiring and training priorities sufficiently in advance of demand; do not rely on last-minute staffing as the standard operating approach.

People Leadership

• Establish cross-training and knowledge-transfer documentation for critical systems, vendor relationships, compliance activities, and client commitments to prevent single-person dependency.
• Maintain appropriate professional oversight and ensure qualified staff perform clinical or regulated tasks.
• Own timely recruiting partnership, candidate selection, hiring coordination, onboarding, training, scheduling, supervision, and retention of Onsite Coordinators and dedicated PRN onsite staff (LVN, MA, RN). Track open positions and progress; proactively remove barriers and alert HR and leadership to delays with recommended next steps.
• Build the credentialing and licensing checklist for onsite staff and keep it current.
• Lead the full employee lifecycle, including regular feedback, documented coaching and performance evaluations, training and professional development, clear performance expectations, corrective action in partnership with HR, and cross-training and succession readiness.
• Maintain written backup coverage and escalation plans for onsite events, client communications, staffing, and time-sensitive program tasks. Delegate responsibilities to qualified staff and confirm ownership and handoff before planned time away whenever practicable. For unexpected unavailability, notify the appropriate contact as soon as reasonably possible and use established backup procedures; the role does not require working while on protected leave or disclosing medical information.

Other

• Serve as the liaison between onsite staff, clinic operations, Sales, CBO and senior leadership.
• Safely drive a company-owned sprinter van (a large cargo/passenger van) on public roads, highways and in parking areas. This includes routine trips between clinic locations and vendor sites.
• Load and unload medical supplies, and equipment into and out of the van.
• Other reasonable directives, responsibilities, and activities may change or be assigned at any time with or without notice.

Education, Experience & Requirements

• Bachelor's degree in healthcare administration, business or a related field, or equivalent clinical credential (RN, LVN, MA) with relevant leadership experience.
• Minimum 5 years of healthcare experience, preferably in occupational medicine or employer health services.
• Ability to evaluate travel and resource alternatives, obtain required approvals, and use company assets responsibly while complying with applicable reimbursement requirements.
• At least 3 years in a management role with direct reports, including multi-site or field-based teams.
• Experience growing a service line or program, including pipeline management, pricing and client retention.
• Experience managing KPIs, budgets, and performance improvement initiatives.
• Working knowledge of DOT/FMCSA drug and alcohol testing (49 CFR Part 40), OSHA medical surveillance, and California workers' compensation.
• Proficiency with EHR systems, Microsoft Excel and CRM tools.
• Valid driver's license, reliable transportation and the ability to travel throughout California.

Skills & Competencies

• Demonstrated people leadership: establishes clear expectations, develops staff, delegates effectively, holds team members accountable, and consistently delivers results through others.
• Data-driven decision making; comfortable building targets from measured capacity and sales data.
• Excellent client-facing communication and relationship-building skills.
• Exceptional organization, prioritization, and advance planning across multiple sites and events, with reliable follow-through on hiring, training, fulfillment, and critical deadlines.
• Independent judgment and practical problem-solving: assesses alternatives, anticipates risks, recommends cost-effective solutions, escalates material issues promptly, and takes ownership of implementation.
• A strong sense of discretion, urgency and professionalism, including with confidential employee test results.

Why You Should Join Our Team

Agile Occupational Medicine is a leading occupational medicine group with a network of 42 centers dedicated to providing comprehensive healthcare services to businesses and their employees across California and Yuma, Arizona. We specialize in ensuring the health and well-being of workers through a range of medical services, including work injury care and employer services.

We are a rapidly growing organization with a fun and collaborative work environment. We are passionate about disrupting the world of occupational medicine, and we are committed to providing our customers and patients with the best possible experience.

Agile Occupational Medicine is an Equal Opportunity Employer. Agile does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided upon qualifications, merit, and business need.