Job Description
Who We Are At Health Synergy Clinical Research and Health Haven, we are united by a mission to prioritize patient safety and advance innovative mental health care. We support individuals seeking clarity, hope, and better outcomes through ethical, patient-centered research and treatment. Our in-person clinics across Florida provide expert psychiatric and mental wellness care. Who You Are You are a highly organized, proactive healthcare operations leader with experience in clinical administration and office management. You thrive in fast-paced, multi-site environments and are comfortable balancing operational oversight with facility coordination and stakeholder management. You bring strong leadership, communication, and problem-solving skills, along with a hands-on approach to supporting both staff and organizational operations. You are motivated by mission-driven work and committed to improving access to quality mental health care and clinical research. What You’ll Do This role focuses on office management, operations, property management, and vendor/internal-external stakeholder coordination. Administrative Team Support: Supervise, train, and support administrative staff while promoting accountability, collaboration, and operational excellence across departments. Compliance and Administrative Oversight: Ensure adherence to regulatory standards, internal policies, operational procedures, and accurate completion of administrative reporting and documentation. Cross-Functional Collaboration: Coordinate communication and workflow between clinical, administrative, and operational teams to support seamless day-to-day operations and organizational efficiency. Daily Operations Oversight : Oversee day-to-day operations across all locations to ensure efficient workflows, operational consistency, and a high-quality patient and staff experience. Facility and Property Management: Maintain clinic and office organization, oversee property-related needs, coordinate maintenance and repairs, and ensure all locations remain operationally ready and professional in appearance. Front Desk Support and Coverage: Maintain a strong understanding of front desk responsibilities, scheduling workflows, patient intake processes, and daily administrative operations in order to provide backup support and coverage when needed. Internal and External Stakeholder Coordination: Serve as a liaison between internal teams, external partners, vendors, and operational stakeholders to support clear communication and organizational alignment. Operational Support: Perform additional responsibilities and administrative tasks as needed to support operational efficiency, team collaboration, and evolving organizational needs. TMS Program Coordination: Support TMS services through scheduling coordination, patient education, workflow support, reimbursement assistance, and compliance with equipment and operational protocols while collaborating with clinical teams to optimize outcomes. Vendor and Inventory Coordination: Manage vendors, office supplies, equipment, and inventory to support uninterrupted business operations and service quality. Vendor Relationship Management: Oversee vendor relationships, service agreements, and performance expectations to ensure accountability, responsiveness, and quality service delivery. Other Duties as Assigned What You’ll Bring Bachelor’s degree in healthcare administration, Business, Marketing, or related field preferred or equivalent experience 3+ years of experience in healthcare operations, practice management, or related field Experience in healthcare operations, vendor management, or facility coordination preferred Familiarity with EMR systems, Microsoft Office, and Google Workspace Strong leadership, organizational, and communication skills Ability to manage multiple priorities in a fast-paced environment Ability to administer injections and support related clinical workflows as needed Experience in TMS therapy or clinical research operations is a plus What We Offer Comprehensive Medical Plans Dental Insurance Vision Insurance Short-Term Disability Long-Term Disability Employer-paid Life Insurance Voluntary Benefits Employee Assistance Program (EAP) Paid Vacation Time Paid Sick Time Paid Federal Holidays Equal Opportunity Employer We are an equal