Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Location:
Houston, Texas
Employment Type:
Full-Time
Department:
Administration / Operations
Reports To:
Chief Executive Officer (CEO)
Works Closely With:
Chief Medical Officer, Practice Administrator, Department Leads, and External Vendors
Position Summary
Maeville Pediatrics is seeking a highly organized, proactive, and results-driven Healthcare Operations Project Manager to support operational excellence, process improvement, and continued organizational growth across our pediatric medical practice. This position will primarily focus on planning, coordinating, implementing, and monitoring operational initiatives across multiple practice locations. The role will also support technology implementations, facility improvements, practice expansions, and other strategic projects as needed. The ideal candidate is a hands-on problem solver who demonstrates strong ownership, accountability, initiative, and follow-through. This individual must be comfortable working across departments, coordinating multiple stakeholders, identifying inefficiencies, and independently driving projects from initial planning through successful completion. The Healthcare Operations Project Manager will work closely with executive leadership and the Practice Administrator to translate organizational priorities into actionable plans and measurable results.
Key Responsibilities
- Operational Improvement and Project Execution
- Lead and coordinate assigned operational improvement projects across multiple practice locations.
- Evaluate existing workflows and identify opportunities to improve efficiency, productivity, and patient experience.
- Develop detailed project plans, schedules, milestones, budgets, and deliverables.
- Coordinate implementation of new policies, procedures, systems, and operational processes.
- Standardize workflows and best practices across practice locations.
- Monitor project performance, identify potential obstacles, and implement corrective actions.
- Ensure assigned initiatives are completed on time, within budget, and consistent with organizational objectives.
- Evaluate completed projects to verify that intended operational improvements have been achieved.
- Cross-Departmental Coordination
- Coordinate projects involving clinical providers, nursing, front office, billing, revenue cycle management, and administrative personnel.
- Facilitate effective communication and collaboration between departments.
- Organize project meetings, prepare agendas, maintain action-item lists, and follow up on outstanding responsibilities.
- Identify operational challenges and collaborate with department leaders to develop and implement solutions.
- Support department leads in implementing approved operational changes.
- Establish clear project responsibilities, deadlines, and accountability.
- Escalate unresolved issues, scheduling conflicts, and resource constraints to appropriate leadership.
- Process Development and Standardization
- Assist in developing, documenting, and implementing standard operating procedures (SOPs).
- Review existing administrative and operational processes and recommend improvements.
- Support standardization of scheduling, patient registration, patient communication, and other administrative workflows.
- Coordinate initiatives designed to improve patient flow, appointment availability, and operational efficiency.
- Assist with employee onboarding process improvements and training initiatives.
- Monitor adoption of newly implemented processes and identify areas requiring additional support.
- Develop operational checklists, workflow documentation, training materials, and other resources.
- Support continuous improvement initiatives designed to improve consistency and accountability across locations.
- Technology and Systems Coordination
- Coordinate implementation and improvement of electronic health records (EHR), practice management systems, telecommunications, and other administrative technologies.
- Work with outsourced IT providers and internal personnel on technology-related projects.
- Coordinate system upgrades, equipment deployment, technology installations, and implementation schedules.
- Assist leadership in evaluating software and technology solutions to improve operational performance.
- Coordinate employee training and adoption of new systems.
- Track technology-related project schedules, outstanding issues, and vendor deliverables.
- Support initiatives involving telephone systems, computer equipment, network infrastructure, and other office technologies.
- Ensure technology initiatives are coordinated with operational requirements and appropriate security and HIPAA compliance standards.
- Operational Reporting and Performance Improvement
- Develop and maintain centralized project tracking tools, dashboards, and status reports.
- Track project milestones, assigned responsibilities, deadlines, budgets, and completion status.
- Assist leadership in monitoring key operational performance indicators.
- Analyze operational data to identify inefficiencies, trends, and improvement opportunities.
- Track project expenditures, resource requirements, and anticipated cost savings.
- Prepare concise project updates, executive summaries, and recommendations.
- Evaluate the effectiveness of completed initiatives and recommend additional improvements.
- Maintain accurate project documentation and provide regular updates to leadership.
- Vendor and External Partner Coordination
- Coordinate with vendors, contractors, consultants, and service providers on assigned projects.
- Obtain proposals, compare services, and assist with vendor evaluations.
- Coordinate vendor meetings, implementation schedules, and project deliverables.
- Monitor vendor performance, responsiveness, and adherence to agreed-upon schedules.
- Assist with procurement and purchasing initiatives.
- Identify opportunities to improve vendor performance, service quality, and operating costs.
- Coordinate resolution of vendor-related project issues.
- Maintain professional communication and relationships with external stakeholders.
- Financial and Administrative Initiatives
- Assist with preparation and monitoring of project budgets and cost estimates.
- Evaluate project-related expenses and identify opportunities for cost reduction.
- Support initiatives intended to improve administrative efficiency and resource utilization.
- Coordinate operational improvement projects involving revenue cycle management, patient collections, and billing workflows.
- Assist with developing financial and operational analyses for proposed initiatives.
- Monitor project expenditures against approved budgets.
- Support implementation of cost-control and operational efficiency initiatives.
- Practice Expansion and Facility Projects
- While the primary focus of this position is practice operations, the Healthcare Operations Project Manager will also support broader organizational initiatives, including:
- New medical office openings, relocations, and expansions.
- Facility renovations, improvements, and equipment installations.
- Coordination with architects, contractors, vendors, and other professional service providers.
- Medical equipment, office furniture, and technology procurement.
- Operational readiness planning for new practice locations.
- Coordination of technology infrastructure and administrative systems for new facilities.
- Development of opening schedules, checklists, and transition plans.
- Coordination of staff training, workflow implementation, and operational setup.
- Other special projects assigned by executive leadership.
- Executive Leadership Support
- Work closely with executive leadership to translate strategic objectives into actionable project plans.
- Assist in prioritizing initiatives based on organizational needs, resources, and expected impact.
- Coordinate special projects assigned by the CEO, Chief Medical Officer, or Practice Administrator.
- Provide regular updates regarding project status, milestones, risks, and outstanding decisions.
- Identify operational challenges and present practical recommendations.
- Maintain accountability for assigned projects from initiation through completion.
- Support organizational growth through effective planning, coordination, and execution.
Required Qualifications
- Bachelor's degree in Healthcare Administration, Business Administration, Operations Management, Project Management, or a related field, or equivalent relevant experience.
- Minimum 3 years of experience in healthcare operations, project management, business operations, or a related field.
- Demonstrated experience coordinating and implementing operational projects.
- Strong organizational, analytical, and problem-solving abilities.
- Excellent written and verbal communication skills.
- Ability to independently manage multiple projects and competing priorities.
- Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
- Experience developing project schedules, tracking deliverables, and preparing management reports.
- Strong attention to detail and commitment to accountability.
- Ability to work collaboratively with clinical and nonclinical personnel.
- Ability to take initiative, anticipate challenges, and independently develop solutions.
- Professional judgment and discretion when handling confidential business, employee, and patient information.
- Ability to travel between practice locations within the Greater Houston area.
Preferred Qualifications
- Experience in physician practices, pediatric clinics, outpatient healthcare, or multisite medical groups.
- Familiarity with electronic health records and practice management systems.
- Experience with healthcare workflow improvement and process standardization.
- Experience coordinating vendors and technology implementation projects.
- Familiarity with HIPAA and healthcare regulatory requirements.
- Experience supporting medical office expansions, relocations, or facility improvement projects.
- Project Management Professional (PMP) certification or formal project management training.
- Experience with project management platforms such as Microsoft Project, Smartsheet, Asana, or Monday.com.
- Experience developing operational dashboards, reports, and performance metrics.
- Experience with budgeting, procurement, and cost-control initiatives.
Key Competencies
- Ownership and Accountability
- Execution and Initiative
- Organization and Prioritization
- Communication
- Analytical Thinking and Problem-Solving
- Collaboration and Teamwork
- Adaptability
- Continuous Improvement
- Professionalism and Integrity
Performance Expectations
Success in this position will be evaluated based on:
- Timely completion of assigned projects and established milestones.
- Effective management of project budgets and resources.
- Measurable improvements in operational efficiency and productivity.
- Successful implementation and adoption of new processes and systems.
- Quality, accuracy, and consistency of project tracking and reporting.
- Effective coordination between departments and external stakeholders.
- Reduction of operational inefficiencies and unnecessary expenses.
- Ability to independently manage projects with limited supervision.
- Effective identification and resolution of project-related challenges.
- Clear and timely communication of progress, risks, and outstanding decisions.
- Demonstrated ownership, accountability, and follow-through.
Compensation and Benefits
Salary Range: $70,000–$90,000 annually, depending on qualifications and experience. Maeville Pediatrics offers a competitive compensation package commensurate with experience and qualifications. Benefits and additional compensation opportunities will be discussed during the recruitment process.
About Maeville Pediatrics
Maeville Pediatrics is a growing pediatric medical practice serving families throughout the Greater Houston area. With multiple locations and a commitment to exceptional patient care, we strive to combine clinical excellence with efficient, patient-centered operations. Our organization values professionalism, accountability, teamwork, initiative, and continuous improvement. We are committed to building a strong operational foundation that supports our clinical providers, employees, patients, and continued growth. We are seeking a motivated professional who takes pride in delivering results, improving processes, and contributing to the long-term success of our organization.
Maeville Pediatrics is an Equal Opportunity Employer.
