Practice Manager (Hybrid)

Summary

The Sears Institute is seeking a Practice Manager to serve as the operational backbone of Dr. Sears’ practice and businesses. This role is a broad practice support position — a trusted partner ensuring scheduling, communication, and operations flow seamlessly across the clinic, executive team, and business ventures.

The ideal candidate is highly organized, adaptable, and proactive — someone who thrives in a dynamic environment where no two days are alike. Dr. Sears relies on this role for administrative oversight, coordination, and operational follow-through.

You will be an excellent fit for our company if the following values represent you:

• Patient First Mindset – You prioritize compassion, dignity, and personalized support for our patients and teams.
• Commitment to Excellence – You take pride in ensuring processes run smoothly and support high standards in all operations.
• Concierge-Level Service – You ensure every experience (whether patient, team, or vendor) feels professional, seamless, and cared for.
• Collaborative Spirit – You enjoy working across departments, supporting executives, clinic staff, and the front office as one team.
• Adaptability – You are comfortable switching gears quickly and thrive in an environment where priorities may shift daily.

A Day in the Life of a Practice Manager

Executive & Administrative Support

• Manage Dr. Sears’ calendars, inbox triage, travel coordination, and scheduling.
• Anticipate needs by preparing agendas, meeting notes, and follow-ups.
• Support communication across clinic staff, executive leadership, and external partners.
• Maintain confidentiality and discretion in handling sensitive matters.

Practice Operations & Scheduling

• Oversee scheduling for Dr. Sears, the clinic, and related business activities.
• Coordinate meetings, patient appointments, and team schedules to minimize conflicts.
• Support flow between clinical and administrative teams to ensure smooth daily operations.
• Track and communicate reminders, deadlines, and deliverables across the practice.

Documentation & Compliance

• Maintain SOPs, policies, and practice documentation.
• Track decisions and ensure follow-through with documented action items.
• Support compliance requirements by keeping accurate records and logs.

Recruiting & People Coordination

• Assist with posting roles, scheduling interviews, and maintaining candidate trackers.
• Partner with HR consultants on hiring pipelines and onboarding processes.
• Ensure smooth employee onboarding/offboarding processes and management.

Vendor & Supply Coordination

• Oversee ordering of office and practice supplies.
• Manage vendor relationships and ensure timely fulfillment of office needs.
• Track supply inventory and collaborate with staff for reorders.

Project & Event Coordination

• Support small operational projects (marketing newsletters, team communications, reporting).
• Assist with clinic events and business initiatives led by Dr. Sears.

Requirements

Key areas of ownership that you will drive forward for the organization personally, and collaborating cross-functionally.

• Keeping Dr. Sears and leadership focused on high-priority activities through scheduling and organization.
• Ensuring meetings and schedules run smoothly, with clarity of agenda and follow-ups.
• Supporting recruiting processes while partnering with consultants for execution.
• Owning documentation and process updates so that operations run consistently.
• Coordinating day-to-day practice operations to reduce bottlenecks and support growth.

You should bring expertise in these areas and can help to uplevel the team in:

• Experience: 3–5+ years in operations, office management, or executive administration; healthcare or professional services preferred.
• Skills: Scheduling mastery, communication, documentation management, and organizational efficiency.
• Tools: MS Office/Google Suite, scheduling/project management tools.
• Soft Skills: Adaptability, strong prioritization, and problem-solving. 
• Style Fit: Thrives in a fast-paced environment where versatility and follow-through are essential.

30‑60‑90 Day Expectations

Within 30 Days, You’ll:

• Learn Dr. Sears’ scheduling and communication preferences.
• Take over calendar, inbox triage, and scheduling tasks.
• Begin centralizing documentation and action tracking.

Within 60 Days, You’ll:

• Manage scheduling and meeting prep independently.
• Support updates to handbooks, onboarding checklists, and SOPs.
• Coordinate vendors and oversee ordering processes.

Within 90 Days, You’ll:

• Serve as the go-to operational partner for Dr. Sears.
• Ensure schedules, meetings, and projects run seamlessly with documented follow-through.
• Drive operational improvements across the practice and business support functions.

Work Hours & Reporting

• Standard schedule Monday–Friday, 9:00 a.m. – 6:00 p.m. (with flexibility for urgent needs)
• Reports directly to executive leadership.

Benefits

• Full-time employees are eligible for benefits on the 1st of the month following 60 days of full-time employment.
• Medical & Pharmacy
• Dental
• Vision
• Health Savings Account (HSA)
• Virtual Network Telehealth (including 24/7 Same-Day Virtual Urgent Care, Virtual Primary Care, Virtual Therapy, Virtual Specialty Care)
• Paid time off: 10 vacation days + 10 sick days; vacation increases after 5 years.
• 401(k) — eligible after 1 year.
• 8 Paid holidays 
• Company-provided scrubs; no dark colors (color guidelines).
• On payday, we'll provide a Catered lunch featuring organic, grass-fed, pasture-raised, and wild-caught ingredients.
• Employee discounts on clinic products/services.
• Free on-site exercise classes & equipment.
• Organic perks (e.g., organic eggs from the farm).

This job description reflects the core responsibilities and expectations for the role. Duties may evolve as the clinic grows; reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.