Gut Feelings Psychosomatic Medicine · 9 hours ago
Associate Chief of Staff
Oakland, CA
Part-time
Onsite
Senior Level
5+ years expGut Feelings Psychosomatic Medicine is a specialty mental health practice focused on the gut–brain connection. They are seeking an Associate Chief of Staff to support the CEO/Medical Director by managing operational execution and optimizing systems across the practice.
Health CareMedical
Responsibilities
Own the day-to-day “initiative gap” between strategy and execution: translate priorities into plans, owners, timelines, and follow-through
Build and maintain an operating cadence (weekly priorities, leadership check-ins, action logs, decision tracking)
Prepare briefs, internal updates, vendor/stakeholder communications, and meeting agendas; capture decisions and ensure completion
Coordinate across clinical staff, front desk/operations, billing/insurance support, and external partners to keep work moving
Improve reliability of operational handoffs (intake → scheduling → authorizations → treatment → follow-up)
Identify bottlenecks, build standard work, and reduce friction for staff and patients
Build and maintain SOPs/playbooks for core workflows (patient journey, scheduling standards, documentation habits, escalation paths)
Implement lightweight project management that the team will actually use (clear owners, definitions of done, and simple dashboards)
Establish continuous improvement rhythms (retros, root-cause analysis, “fix the system not the person” culture)
Own (or partner on) the operational tech stack: documentation system, project management, scheduling workflows, patient communications, and reporting
Improve data hygiene and visibility so leadership can answer: •what’s working, what’s stuck, where are we losing time/money/patients?•
Design and implement automations to reduce manual work and error rates across systems
Handle sensitive information with discretion and professional judgment
Support clean operational practices for a healthcare setting (access controls, minimal necessary information, and clear internal handling norms)
Examples may include: New service line operationalization (launch plans, staffing models, patient comms, workflow readiness), Vendor evaluation and implementation, Referral network development workflows, Performance reporting cadence and KPI definition
Qualification
Required
5+ years in roles such as Chief of Staff / Associate CoS, BizOps, program management, operations, or senior practice ops in a high-standards environment
Proven ability to drive multiple workstreams to completion with minimal direction
Strong written communication (can produce executive-ready docs, concise updates, and process documentation)
High discretion; comfortable handling sensitive information
Strong systems thinking + practical execution (you build repeatable process, not heroic one-offs)
Comfort working with modern tools (Google Workspace, Slack, project management platforms, documentation systems)
Preferred
Experience in healthcare, mental health, or other regulated/clinical settings
Experience building operational systems in a small but scaling organization (2–50 people)
Vendor management experience (selection, contracting support, implementation, adoption)
Strong analytical skills (defining KPIs, building dashboards, and turning data into operational decisions)
Hands-on exposure to n8n and/or iPaaS tooling (e.g., Workato, Zapier, Make, Tray.io, MuleSoft—doesn't have to be all of them)
Experience designing automations/integrations across tools (e.g., intake → scheduling → communications → reporting), including basic API literacy and data flow mapping
Benefits
Benefits and bonus structure available depending on engagement type.
Company
Gut Feelings Psychosomatic Medicine
Gut Feelings Psychosomatic Medicine offers psychiatric, digestive, and weight loss services.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase