Business Operations Specialist (Chief of Staff Track)

All potential candidates should read through the following details of this job with care before making an application.

Position Summary :

We are a fast-growing, dynamic company specializing in medical billing and revenue cycle management (RCM). As we continue to expand, we are seeking a Business Operations Specialist (Chief of Staff Track) to support our Chief Operating Officer (COO) in driving strategic initiatives, managing organizational changes, and ensuring effective communication throughout the company.

This role is critical in helping shape the future of our operations and maintaining seamless execution across departments.

The Specialist will work closely with the COO to oversee key strategic initiatives, manage internal communications, and drive organizational change efforts.

This individual will act as a liaison between the COO and various internal and external stakeholders, ensuring smooth operations, timely escalations, and proper documentation of key processes and procedures.

This role is ideal for someone with strong strategic thinking, communication skills, and an ability to manage cross-functional projects.

Key Responsibilities :

• Oversee Strategic Initiatives : Manage and execute key projects in line with company goals, ensuring successful outcomes and alignment with the COO’s objectives.
• Organizational Change & Communication : Lead change management efforts by developing and overseeing internal communication initiatives to ensure smooth transitions and strong engagement across the organization.
• Process & Procedure Documentation : Create and maintain comprehensive documentation for key processes, ensuring consistency and efficiency across teams.
• Coordinate Executive Communications : Serve as a primary point of contact for executive-level communications, ensuring timely and accurate information flow between departments and leadership.
• Manage Escalations : Act as the go-to person for issues that need to be escalated to the COO, ensuring prompt resolution and strategic response.
• Operations Liaison : Become well versed in key business processes and market positions so that you can be plugged in at the leadership level as necessary.

Required Skills / Abilities :

• Leadership & Management :
• Proven ability to function in a Chief of Staff, Project Manager , or similar leadership role.
• Organizational skills for managing teams and strategic initiatives.
• Project management skills to plan, execute, and oversee complex projects.
• Communication & Interpersonal :
• Exceptional communication skills for managing executive-level communications.
• Ability to work cross-functionally , facilitating collaboration across departments.
• Interpersonal abilities for navigating high-pressure situations with professionalism.
• Strategic Planning & Problem Solving :
• Strong strategic planning skills to support long-term organizational goals.
• Facilitation of organizational change initiatives, showing adaptability and guidance in transitions.
• Ability to make unstructured decisions that align with organizational goals, requiring minimal supervision.
• Personal Traits :
• Low ego , values-focused approach, able to function independently without constant feedback.
• Ability to handle pressure with tact and professionalism .

Education / Experience :

• Experience :
• Proven experience as a Chief of Staff, Project Manager, or similar role.
• Experience preferably in a healthcare or billing / RCM environment .
• Experience in organizational change initiatives and executive communications.
• Education :
• Bachelor’s degree in Business, Healthcare Administration, or a related field.
• MBA preferred for added strategic and management expertise.

Physical Requirements :

• Ability to lift and carry up to 25-50 pounds occasionally.
• Ability to stand, walk, and move around the workplace for extended periods .
• Bending, stooping, and reaching may be required during job duties.
• Manual dexterity to operate standard office equipment (e.g., computer, keyboard, mouse) or job-specific tools.
• Ability to sit for prolonged periods, especially in desk or computer-based work.
• Vision abilities required include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• Ability to perform job duties in a fast-paced environment while maintaining focus and attention to detail.

Work Location :

• Based on hiring location, (FL or CA), occasional travel will be required to the other location. Extensive travel may be required within the first 90 days of employment.
• CodeMax is an on premise employer. Employees are expected to be in the office during standard working hours.

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