Office Operations Manager Jobs

ABOUT VVS MD

VVS MD is a Southern California-based specialty practice led by Dr. Virginia Von Schaefer — a world-renowned precision oncologist with over forty years of experience as a chief trauma, vascular, and general surgeon. We offer a deeply personalized, whole-patient approach to cancer care, integrating advanced diagnostics and precision therapeutics in an intimate, concierge-model clinic.

We are a small, high-functioning team with a big mission. Every person on our staff plays a meaningful role in the experience our patients receive — and that includes the person who makes sure the office runs.

THE ROLE

The Operations & Office Manager is the administrative backbone of VVS MD — the person who keeps the practice running smoothly day in and day out, handles what needs handling, and ensures that nothing falls through the cracks. This role reports directly to the Managing Director and Dr. Von Schaefer, and serves as the trusted on-site presence that holds the operational infrastructure together.

This is a role for someone who is inherently organized, proactive, and accountable. You notice what needs to be done before you are asked. You follow through completely. You take ownership of your domain without needing to be managed.

If you thrive in environments where every day is a little different, where your reliability directly impacts a team doing important work, and where doing your job well genuinely matters — this role is for you.

CORE RESPONSIBILITIES

Financial & Accounts Payable

• Pay all office and practice bills accurately and on time — utilities, vendors, subscriptions, and service providers.
• Track and reconcile office expenses; maintain organized records for review by the Managing Director.
• Liaise with vendors on invoices, billing discrepancies, and payment confirmations.
• Manage petty cash and routine purchasing within established guidelines.

HR Administration & Onboarding

• Own the administrative side of new hire onboarding — offer letter logistics, I-9 and employment paperwork, system access setup, and orientation coordination.
• Manage employee records, maintain HR files, and ensure documentation is current and compliant.
• Administer EDD filings, unemployment responses, and related government agency correspondence accurately and on time.
• Coordinate with ADP or the relevant payroll platform to ensure employee data is accurate and up to date.
• Support the Managing Director with staff training coordination and policy distribution.

Day-to-Day Office Operations

• Serve as the on-site operational anchor — the person who handles what comes up, from a missed UPS pickup to a vendor who didn't show
• Check and manage the practice mail daily; route, scan, and action items appropriately.
• Maintain the office environment — organized, stocked, clean, and functioning — to the standard our patients and clinical team deserve.
• Manage relationships with building management, service contractors, and office vendors; coordinate repairs, maintenance, and service calls.
• Oversee office supply inventory and reordering; ensure the clinic is consistently prepared for the day ahead.

Vendor & Supplier Management

• Maintain organized records of all vendor contacts, contracts, and renewal timelines.
• Manage routine vendor communications — scheduling pickups, coordinating deliveries, resolving service issues.
• Escalate vendor decisions or contract changes to the Managing Director with relevant context and recommendations.
• Evaluate and onboard new office and service vendors as needed, in coordination with the Managing Director.

On-Site Leadership & Team Cohesion

• Serve as the on-site leadership presence that keeps the broader team connected, supported, and cohesive throughout the day.
• This isn't a heavy management role — the clinical team knows their jobs and operates with significant autonomy. What's needed is someone whose presence raises the standard: calm, professional, positive, and engaged.
• Notice when something feels off — a communication gap, a friction point, a new team member who needs support — and address it proactively with warmth and good judgment.
• Welcome and integrate new staff members, helping them feel oriented and connected to the team and mission from day one.
• Model the tone and professionalism that reflects VVS MD's standard — in how you communicate, how you show up, and how you treat every person who walks through the door.

Patient-Facing & Administrative Support

• Answer phones and manage general inbound communications professionally and warmly — representing VVS MD with the discretion and care our patient population requires.
• Assist with patient scheduling and appointment coordination in support of the admin team.
• Handle general administrative correspondence on behalf of the practice — drafting, sending, and filing as needed.
• Support the Managing Director with ad hoc administrative projects and practice initiatives as they arise.

Required Qualifications

• 3+ years of experience in an office management, operations, or administrative management role — ideally in a healthcare or clinical setting.
• Demonstrated experience handling accounts payable, vendor management, and general office financial administration.
• Familiarity with HR administrative processes — onboarding paperwork, I-9 compliance, EDD filings, and employee recordkeeping.
• Exceptional organizational skills and follow-through — the kind of person who maintains systems, not just reacts to problems.
• Professional, warm, and discreet — our patients are navigating serious illness and every interaction reflects that reality.
• Comfortable working with significant autonomy; able to manage priorities independently when the Managing Director is remote.
• Natural on-site leadership presence — someone the team gravitates toward, not because of a title, but because of how they show up.

Strongly Preferred

• Prior experience in a medical office, specialty clinic, or concierge healthcare setting.
• Familiarity with ADP or comparable payroll/HR platforms.
• Working knowledge of California employment law basics — PTO accrual, EDD, at-will employment, and recordkeeping requirements.
• Experience managing multiple vendors and service relationships simultaneously.

Who Thrives Here

• You are trustworthy with financial and personnel information and treat both with appropriate discretion.
• You are the person who can anticipate the needs of the team without being asked.
• You don't need to be managed to do your job. You need to know the priorities and then you handle them.
• You stay calm when cancer care throws us a curveball. We have all learned to embrace the pivots at VVS MD.
• You take genuine pride in a well-run office, because you understand that operational excellence is what lets the clinical team do their best work.
• You bring people together naturally — not through authority, but through consistency, fairness, kindness and genuine care for the team around you.

Pay: $75,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person