Medical Office Manager

HeartSpring is a mission-driven organization serving children with special needs and developmental disabilities through education, residential, outpatient, and healthcare services for over 90 years.

About the role

The Nurse Office Manager provides leadership and oversight of nursing office operations while managing a team of Certified Medical Assistants (CMAs) who provide 24/7 medical support to students across therapeutic school and residential programs. This role serves as a key partner to the Nursing Director, ensuring efficient operations, regulatory compliance, quality care coordination, and exceptional support for students with complex medical, behavioral, and developmental needs.

Responsibilities

• Leadership & Team Management
  • Lead, coach, and develop a team of CMAs providing 24/7 support to students in therapeutic school and residential programs
  • Oversee staffing, scheduling, training, onboarding, and performance management
  • Foster a positive, collaborative, and accountable team culture
  • Partner with the Nursing Director to support departmental goals and strategic initiatives
• Clinical Operations & Care Coordination
  • Ensure seamless coordination between nursing, education, residential, and therapy teams
  • Support implementation of individualized healthcare plans and student medical needs
  • Promote a high-quality, student-centered approach to care and service delivery
• Quality, Compliance & Risk Management
  • Maintain compliance with healthcare regulations, accreditation standards, and organizational policies
  • Lead quality improvement efforts, audits, and process enhancements
  • Develop and implement policies and procedures that support safety and operational excellence
• Resource & Office Management
  • Oversee daily nursing office operations, workflows, supplies, and resource utilization
  • Assist with budgeting, staffing recommendations, and operational planning
  • Identify opportunities to improve efficiency and enhance the student and family experience

Requirements

You are a great fit for this role if you have knowledge and abilities in:

• Healthcare office operations, especially in environments supporting individuals with developmental or behavioral disabilities
• Leading a diverse team, creating a positive, organized, and high-performing work culture
• Commitment to precision and accountability, including strict adherence to medication administration protocols and documentation standards
• Attention to detail in record-keeping and unwavering compliance with regulatory requirements
• Strong time management, organizational, and problem-solving skills to thrive in a dynamic, fast-paced setting
• Clear and confident communication skills, both verbal and written, for effective interactions with others
• Teamwork, dependability, and strong customer-centric approach
• Technical proficiency with EMR/EHR systems, Microsoft Office Suite, Adobe Creative Suite, and digital platforms to support efficient operations

Qualifications

• Current RN or LPN license required
• 5+ years of previous leadership, office management, nurse management, or healthcare operations experience required
• Strong knowledge of healthcare compliance, quality improvement, and risk management
• Experience managing teams, workflows, and administrative processes
• Excellent communication, organizational, and problem-solving skills
• Passion for serving children and supporting interdisciplinary care teams

Benefits

• Competitive salary
• Medical, dental, and vision insurance
• Life insurance
• 403(b) retirement plan with employer match
• Generous paid time off and paid holidays
• Tuition reimbursement and continuing education support
• Mission-driven culture focused on making a difference
• Collaborative team environment where your work matters

Schedule

• Onsite, 2nd Shift, full-time (40 hours/week)
• Rotating on-call required for nights and weekends

Physical Requirements

• Lifting: Up to 30 lbs. frequently; 50 lbs. rarely
• Carrying: 10-15 lbs. frequently; 50 lbs. seldom
• Sitting/Standing/Walking: sit rarely; stand constantly; walk frequently
• Climbing: rarely
• Bending/Twisting/Kneeling/Reaching: frequently
• Pushing/Pulling: 10-15 lbs. occasionally; 50 lbs. rarely
• Dexterity: constant hand-eye coordination and manual dexterity
• Stamina/Endurance: mild exertion frequently; heavy exertion occasionally
• Vision/Hearing: constant ability to see clearly and hear instructions or warnings
• Mind-Body Connection: frequent awareness of body positioning and task execution

Work Environment

• Indoor and outdoor work environments with occasional exposure to varying weather conditions (heat, cold, wind, rain, snow/ice)
• Safety Compliance & PPE Requirements: Adherence to safety protocols and protective gear use constantly. Mandatory use of Heartspring standard PPE, with additional protective gear (e.g., gloves, helmets, arm guards, leg guards) provided as needed
• Physical Interactions & Exposure Risks: Frequent exposure to physical interactions from clients (slapping, hitting, punching, kicking, head-butting, biting). Potential exposure to infectious diseases, parasites, bodily fluids, and blood-borne pathogens in a school and residential care setting