Therapy Tree · 1 month ago
Senior Office Manager (Healthcare Operations) -Gilbert
Gilbert, AZ
Full-time
Onsite
Mid, Senior Level
4+ years expTherapy Tree is a fast-growing, multi-location pediatric therapy company providing essential therapy services across Arizona. The Senior Office Manager is responsible for overseeing clinic operations, ensuring high staff performance, and achieving key operational metrics while maintaining a positive patient experience.
Health CareHospital
Responsibilities
Oversee daily operations of a high-volume pediatric therapy clinic (150–200 patients/day)
Ensure standard operating procedures are followed 100% of the time
Maintain smooth clinic flow, staffing coverage, and real-time problem-solving
Identify operational gaps and implement corrective action quickly and independently
Directly supervise front desk staff and clinic assistants
Partner with the Clinical Director to ensure therapists meet productivity and scheduling expectations
Hold team members accountable to performance standards with consistency and professionalism
Conduct coaching, performance improvement plans, and corrective actions when needed
Promote a healthy, stable work culture with low drama and strong communication norms
Own weekly clinic numbers: Billable hours, No-show/cancellation rates, Schedule utilization, Patient flow and throughput, Therapist productivity targets
Monitor dashboards and take proactive action to correct trends
Provide accurate, timely data and ensure the clinic hits monthly operational targets
Ensure therapist schedules are filled to targeted levels and optimized daily
Manage waitlists, cancellations, and capacity forecasting
Collaborate with Recruiting, Scheduling, and Home Office teams to maintain staffing and appointment availability
Ensure families receive exceptional customer service, clear communication, and timely follow-up
Resolve escalated patient concerns with maturity and professionalism
Maintain a welcoming, organized clinic environment
Use Microsoft Excel or Google Sheets proficiently (filters, pivot tables, VLOOKUPs, basic formulas)
Manage clinic documentation accuracy
Ensure completion of daily/weekly checklists, logs, and compliance tasks
Use EMR and scheduling systems independently and accurately
Qualification
Required
4–7+ years of leadership experience in healthcare, education, hospitality, or similar operational environments
Proven ability to lead teams, enforce standards, and drive results
Strong math and analytical skills — must be comfortable working with metrics and spreadsheets
Exceptional communication skills — clear, concise, direct, and professional
Ability to operate independently, make decisions, and anticipate needs without micromanagement
High emotional intelligence with the ability to receive and give feedback constructively
Experience managing staff performance and handling difficult conversations
Strong time-management, prioritization, and organizational skills
Preferred
Experience in pediatric therapy, medical offices, or multi-provider clinics
Experience overseeing 15–40 employees or multiple departments
Experience with project management or operations improvement initiatives
Comfortable working in a fast-paced, high-growth environment
Company
Therapy Tree
Therapy Tree endeavors to treat the whole person with a multidisciplinary family-centered approach.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase