Healthcare Operations Manager
Northern California Center for Well-Being - Santa Rosa, CA

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Wellness Center Operations Manager (1.0 FTE; exempt position)
$28.10 – 29.71 Hourly $58,448 - $61,797 Annually
Desirable benefits package available.
OPENING DATE: 01/23/13
CLOSING DATE: 02/08/13

Reports to: Executive Director

This position requires a dedicated healthcare professional who will join the leadership team and assist in agency growth and development for the long term.

General Function:
The Operations Managers is responsible for system oversight to ensure smooth organizational operations. This key position oversees all wellness classes offered through NCCWB and works closely with the agency Executive Director (E.D.). The Operations Manager is second in command and takes the lead on agency oversight when the E.D. is out of the office. All class instructors are coordinated by the Operations Manager who provides input on their annual performance evaluations. Additionally, the Bilingual Program Assistants report to the Operations Manager.

1. Wellness Class Coordination
a. Schedules/maintains NCCWB classes: sets instructor’s schedule each quarter,
reserves conference rooms, and arranges for offsite group education space (such as
Memorial Hospital, G&G Ginger Grille, Petaluma, Forestville).
*Posts program schedules where they are easy to read and in appropriate languages.
b. Oversees close-out of classes, including thank-you letters/ patient action plans sent to
physicians; updating database. To be completed within one week of last class.
c. Updates website with current class schedule and instructor bios.
d. Staff the Program Advisory Committee meetings (subcommittee of Board of Directors)
and provide regular updates on class outcomes.

2. Instructor Oversight
a. Acts as primary point of contact for class instructors.
*Assist with hiring and training of new instructional staff.
*Provides both verbal and written performance feedback.
b. Ensures that lead instructors update curriculum annually and that participant packets
reflect current content.
c. Acts as liaison between instructors and partner agencies.
d. Coordinates class evaluation process.

3. Contract Management
a. Administers contracts and ensures successful implementation.
b. Support development of strategic alliances and collaborative partnerships that further
NCCWB in the Community.

4. Enrollment
a. Directly supervises Enrollment Staff.
*Ensures that Enrollment Team completes follow-up calls within one week. Complete
referral call-backs within 48 hours.
*Front office back-up: answer incoming phone lines, assist with class registration, and
schedule dietitian appointments (when enrollment team is not available).
*Manages Database – trains staff on practice management system.
*Monthly review of participant enrollment numbers, sliding scale, and third party
insurance utilization. Complete monthly trend report.
b. Create/update flyers for classes as needed and maintain current class schedule on
NCCWB website.

5. Site Operations
a. Update and maintain Office Procedures Binder. Recommend safety procedures for
office; train staff.
b. Information Technology.
*Act as site point person for all I.T. needs.
*Coordinate maintenance and installation of computer systems and office equipment.
*Interface with outside computer technicians to ensure proper functioning of server and
NCCWB database.
*Coordinate telecommunications system for CWB teleconferences, telehealth, and
telephone voice mail system. Manage internet needs and set up/maintain e-mail for
c. Complete weekly deposit and send to bookkeeper.
*Update patient payments in database.
*Process donation thank you letters.
d. Building maintenance.
*Interface with building Management Company as needed, regarding facility concerns.
*Oversee site repairs, light bulb replacement, plumbing, etc when needed.
e. Maintains a safe, clean environment. Ensures proper use and maintenance of NCCWB
equipment and property.
f. Other duties as assigned.

6. Medical Billing
a. Liaison with medical billing service: provide patient encounter documentation at month
end; ensure clean claim and quick reimbursement turnaround.
b. Monitor EOB’s and communicate with E.D., accounting, and billing service.
c. Oversee maintenance of general office files and paperwork/ HIPPA compliance.

7. Public Relations/ Newsletter
a. Newsletter
*Send mailing list to mail house for newsletter, assist with newsletter article
compilation. Publish e-newsletter.
b. Coordinate worksite wellness efforts, including company health fairs, health risk
assessments, and speaking engagements.
c. Maintain agency presence in community through participation in coalition work and
committees with a shared vision of NCCWB.
d. Assist with fund development and special events. Send thank you letters for all
e. Participate in public speaking opportunities to increase class enrollment.


  • Four-year degree in health from an accredited college or university.
  • A minimum of three years work experience in healthcare or non-profit organization

planning and supervising staff.

  • Demonstrated organizational, staff and project management abilities.
  • Strong communication skills both verbal and written.
  • Group leadership skills, including an understanding of group dynamics.
  • A high level of proficiency in Microsoft Word, Excel, Access and PPT applications
  • Strong interpersonal skills.
  • Strong leadership, program planning and supervisorial skills
  • Medical billing experience.
  • Master’s in Public Health or Non Profit Management preferred.

1. Personal interest in health and fitness.
2. Strong leadership qualities.
Ability to
3. Work effectively in a multidisciplinary team.
4. Clearly and effectively communicate.
5. Organize and prioritize workload for self and others.
6. Plan, prioritize, and follow through on multiple projects/assignments.

About The Northern California Center for Well-Being:

To promote the well-being of the whole person by empowering people with the knowledge, skills and spirit to take responsibility for personal, family and community health.

NCCWB is the North Bay’s premier health education and wellness center dedicated to improving the quality of life and health of our Sonoma County Community through evidence-based preventive services and self-care classes. The Center offers educational programs designed to help people with chronic illness manage symptoms, enhance well-being, and prevent further disability. Education and movement programs are provided for people with diabetes, coronary heart disease and congestive heart failure, high cholesterol, asthma, arthritis, and other diagnoses. General wellness programs that stress the mind-body connection are also offered to the community, including stress management, exercise, meditation, and weight management. Programs include up-to-date information on disease and disease processes, tools for self-care, and skills for lifestyle modification. Participants are motivated to set goals and make real life changes.

Visit our website at

Application Instructions:

  • If you would like to apply for a staff position, please download the application from our website and submit a complete application packet (see check list below).
  • Application packets can be sent by email with attachments or mailed to NCCWB Administration at 365 B Tesconi Circle, Santa Rosa, CA 95401.

Application Packet Check-List:
 Resume
 Cover Letter
 NCCWB Employment Application
 Operations Manager Supplemental Questionnaire

Application Deadline: February 8th 5:00pm
Incomplete application packets will not be accepted.

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