Position Overview
The Clinic Manager is the operational backbone of Nova Psychology. This role is responsible for commanding every administrative, clinical-support, and client-facing system that keeps the clinic running at peak performance. This is a senior leadership role for a decisive, highly organized, and execution-driven professional who thrives in complexity, accountability, and constant motion.
Reporting directly to the Clinic Directors, the Clinic Manager owns the day-to-day functioning of the clinic. This role ensures operational excellence, enforces standards, drives process optimization, and delivers a seamless experience for clients, therapists, and staff. Acting as the central force between leadership, clinicians, and administrative teams, the Clinic Manager leads with authority, precision, and urgency, turning strategy into execution and systems into results.
Key Responsibilities
Operational Leadership
- Provide strategic and day-to-day leadership for clinic operations, ensuring smooth, efficient, and high-quality service delivery
- Serve as a key operational partner to the Clinic Directors, supporting execution of organizational priorities and initiatives
- Identify operational risks and opportunities, implementing solutions to support sustainable growth and performance
- Lead, mentor, and support administrative and operational staff to ensure accountability, engagement, and professional development
- Oversee staffing, onboarding, training, and performance management for operational roles
- Oversee the development, maintenance, and continuous improvement of operational systems and workflows
- Ensure consistent application of policies, procedures, and clinic standards across teams
- Foster a culture of collaboration, professionalism, and continuous improvement
- Support documentation, training resources, and internal tools aligned with operational needs
- Support financial and administrative processes, including oversight of billing, reconciliation, and reporting functions
- Support budgeting, forecasting and expense monitoring in collaboration with leadership
- Identify cost-efficiency opportunities while maintaining service quality and client experience
- Oversee vendor relationships, contracts, and operational supplies to ensure value and continuity
- Support financial controls and internal processes to reduce errors and operational risk
- Monitor operational data and reports to identify trends, risks and areas for improvement
- Escalate complex or unresolved issues to leadership with clear analysis and recommendations
- Ensure compliance with regulatory, accreditation, privacy and confidentiality requirements across all operational functions
- Monitor adherence to documentation standards, consent processes, and record-keeping requirements
- Support audits, inspections, and internal reviews, coordinating corrective actions as needed
- Maintain awareness of changes in regulations or best practices that may impact clinic operations
Project & Initiative Support
- Manage and support operational projects and initiatives as directed by leadership.
- Coordinate timelines, resources, and cross-functional collaboration to ensure successful implementation.
- Develop project plans, milestones, and deliverables to support clear execution accountability
- Identify potential risks, dependencies, and resources constraints, and proactively propose mitigation strategies
- Track project performance against goals, timelines, and budgets, adjusting plans as needed
- Facilitate project meetings, documentation and follow up to ensure alignment and momentum
- Provide regular updates on progress, risks, and outcomes to senior leadership
- Support post-implementation reviews to evaluate outcomes, lessons learned and opportunities for improvement
Client Experience & Quality Assurance
- Ensure a consistent, professional, and client-centered experience across all points of contact.
- Oversee intake, communication, and service coordination processes to meet clinic standards.
- Manage incoming communications, ensuring timely responses and appropriate delegation
- Address client concerns or escalations with professionalism and discretion.
- Monitor client satisfaction indicators and feedback to identity trends and improvement opportunities
- Implement quality assurance checks to ensure service delivery aligns with clinic policies, ethical standards, and best practices
- Support operational aspects of marketing, branding and outreach initiatives
- Ensure public-facing materials, platforms, and communications align with clinic standards
- Assist with referral relationships and external partnerships as needed
- Develop and maintain client-facing processes, guidelines, and service standards
- Collaborate with team members to gather feedback and refine processes for scalability and sustainability
- Support continuous improvement initiatives focused on client engagement, retention, and outcomes
Qualifications
Required
- Bachelor’s degree in Business Administration, Management, Healthcare Administration, or a related field.
- Minimum of 5 years of progressive experience in operations management, clinic management, or senior administrative leadership (healthcare or mental health settings preferred).
- Proven ability to lead, mentor, and manage teams with accountability and professionalism.
- Demonstrated experience overseeing complex operations while managing competing priorities.
- Strong organizational, analytical, and problem-solving skills.
- High attention to detail and a strong sense of ownership and responsibility.
- Excellent written and verbal communication skills.
- Proficiency with operational systems, scheduling platforms, and standard business
Preferred
- Master of Business Administration (MBA) or equivalent graduate-level degree.
- Experience in healthcare, psychology, or private clinic environments.
- Background in process improvement, operational strategy, or organizational development.
- Financial literacy, including experience with budgets, reporting, and operational oversight.
- Ability to lead in fast-paced, high-accountability environments with discretion and sound judgment.
Job Type: Full-time
Pay: $60,000.00-$80,000.00 per year
Work Location: In person
