Job Details

Job Location: KCTS - Tulsa, OK

Position Type: Full Time

Education Level: 4 Year Degree

Salary Range: Undisclosed

Job Category: Admin - Clerical

The Clinic Operations Supervisor provides daily, on-site leadership to support the efficient operation of Echota Wellness Center. This position serves as the immediate point of contact for staff and administrative concerns during clinic hours, addressing issues as they arise and ensuring timely follow-through. The supervisor oversees daily workflows, staff attendance and accountability, administrative processes, and operational problem-solving. This position works closely with the Medical Supervisor, Healthcare Operations Manager, and Clinical leadership to maintain a professional, organized, and supportive environment for clients and staff.

Essential Responsibilities

Daily Clinic Operations

• Maintain a consistent on-site presence and oversee daily clinic operations during assigned hours.
• Ensure the clinic is prepared for opening and that staff are present and ready for their assigned responsibilities.
• Monitor client flow, front-office functions, scheduling, and communication to identify and resolve operational delays.
• Coordinate coverage for staff absences and communicate gaps affecting services to the appropriate supervisor.
• Address facility, supply, equipment, and technology concerns and coordinate needed assistance.
• Lead brief daily huddles to review coverage, priorities, and operational concerns.

Staff Supervision and Accountability

• Serve as the first point of contact for immediate staff concerns, workplace conflicts, and administrative questions.
• Reinforce expectations for attendance, punctuality, professional conduct, communication, and completion of assigned duties.
• Provide timely direction, coaching, and feedback within assigned supervisory authority.
• Address routine staff issues directly and document concerns, actions taken, and follow-up needs.
• Coordinate with the Healthcare Operations Manager, Clinical Director and Human Resources regarding recurring performance concerns, formal disciplinary action, and personnel matters.
• Support onboarding and orientation to clinic procedures and workplace expectations.

Administrative Coordination

• Oversee daily administrative workflows to support timely scheduling, client communication, and completion of required tasks.
• Follow up on unresolved administrative concerns and ensure responsibilities are clearly assigned.
• Coordinate with intake, billing, clinical, and medical staff to resolve operational barriers affecting client services.
• Receive and address client complaints related to scheduling, communication, staff interactions, and clinic operations.
• Maintain accurate operational records and provide updates to leadership on concerns requiring additional attention.

Safety and Communication

• Respond promptly to disruptive behavior, staff incidents, and safety concerns in accordance with agency procedures.
• Coordinate the immediate operational response and notify the Healthcare Operations Manager, Medical Supervisor, or Clinical Leadership as appropriate.
• Ensure incidents are documented and routed to the appropriate leadership personnel.
• Reinforce agency expectations for confidentiality, professional boundaries, respectful interactions, and a safe environment.

Scope of Authority

This position has authority to direct daily operational workflows, assign administrative tasks, address routine staff concerns, and reinforce established agency policies under the direction of the Healthcare Operations Manager and Clinical Leadership. The Healthcare Operations Manager provides oversight of clinic operations, administrative processes, and operational staff management. The Medical Supervisor retains responsibility for medical and nursing supervision, medication-related procedures, and medical decisions. The Clinical Director retains responsibility for clinical supervision, treatment standards, and clinical decisions. The Clinic Operations Supervisor coordinates with these leaders and escalates concerns requiring their authority or professional judgment.

Qualifications

• Minimum of a bachelor’s degree in healthcare administration, business administration, behavioral health, or a related field required.
• A master’s degree in a related field is preferred but not required.
• At least two years of supervisory experience required, preferably in healthcare, behavioral health, or substance use treatment, including experience managing staff performance, resolving workplace conflicts, and overseeing daily operations.
• Experience addressing staff performance concerns, resolving conflicts, and coordinating daily workflows.
• Strong organizational, communication, documentation, and problem-solving skills.
• Ability to exercise sound judgment, maintain confidentiality, and remain calm in challenging situations.
• Experience in a methadone clinic or opioid treatment program preferred.
• Ability to work on-site five days per week from 5:00 AM–1:30 PM.

Core Competencies

• Staff accountability
• Operational leadership
• Conflict resolution
• Sound judgment
• Clear communication
• Organization and follow-through
• Professional boundaries