Assistant Operations Manager

Job Description

Job Description

Company: Collaborative Therapies LLC
Location: Remote/Hybrid, Florida
Employment Type: Full-Time
Reports To: Clinical Director

Position Overview

Collaborative Therapies is seeking an organized, dependable, and proactive Assistant Operations Manager to support the coordination of our school-based therapy services. This role helps ensure therapists are properly onboarded, assigned to their caseloads, introduced to their school teams, given access to required systems, and supported throughout the school year.

The ideal candidate is a strong communicator who can manage multiple priorities, follow through on commitments, and maintain accurate operational and compliance records.

Key ResponsibilitiesTherapist Onboarding and Support

• Coordinate the onboarding and offboarding of therapists and administrative team members.

• Collect and track licenses, certifications, background clearances, identification, and other required documents.

• Ensure providers receive access to QuickBooks Workforce, school systems, shared drives, email groups, and other required platforms.

• Provide therapists with school assignments, schedules, reporting instructions, and site-specific information.

• Serve as a primary point of contact for routine operational questions.

Caseload and School Coordination

• Assign therapists to the appropriate schools, services, locations, and caseloads.

• Coordinate introductions between therapists, school administrators, supervisors, and Collaborative Therapies team members.

• Maintain accurate provider schedules and school assignment records.

• Confirm start dates, service locations, workspaces, technology access, and timesheet signers with each school.

• Communicate schedule or staffing changes promptly to all affected parties.

Timesheets and Payroll Support

• Monitor timesheet submission, signatures, corrections, and approval deadlines.

• Compare reported hours with provider schedules and school sign-in records when required.

• Send reminders to therapists and supervisors regarding payroll and documentation deadlines.

• Assist with reviewing QuickBooks Workforce records before payroll processing.

• Maintain accurate records of approved, missing, and corrected timesheets.

Compliance and Documentation

• Track provider credentials, expiration dates, required training, and school-specific compliance requirements.

• Maintain organized and current electronic personnel and school files.

• Monitor documentation requirements for school contracts and service delivery.

• Assist with audits by gathering timesheets, schedules, invoices, service records, and supporting documentation.

• Protect confidential employee, student, and company information.

Daily Operations

• Maintain operational trackers, dashboards, calendars, and task lists.

• Monitor shared inboxes and route staffing, contract, school, and provider communications appropriately.

• Follow up on outstanding assignments and communicate potential delays.

• Assist with preparing operational reports and meeting updates.

• Identify workflow problems and recommend practical improvements.

• Support additional administrative and operational projects as assigned.

Qualifications

• Associate or bachelor’s degree in business administration, healthcare administration, human resources, education, or a related field preferred.

• At least two years of experience in operations, healthcare administration, staffing, education, or office management preferred.

• Strong organizational, communication, and follow-through skills.

• Ability to manage multiple schools, providers, schedules, and deadlines.

• High level of accuracy and attention to detail.

• Ability to handle confidential information professionally.

• Comfortable working independently in a fast-paced, growing organization.

• Experience with QuickBooks Online, QuickBooks Workforce, Google Workspace, Microsoft Office, applicant-tracking systems, or electronic health records is preferred.

• Experience supporting school-based therapists or healthcare staffing operations is a plus.

Core Competencies

• Dependability and accountability

• Clear and timely communication

• Organization and attention to detail

• Problem-solving and sound judgment

• Professionalism and confidentiality

• Initiative and follow-through

• Team collaboration

• Commitment to excellent provider and school support

Performance Expectations

Success in this position includes:

• Therapists are fully prepared before beginning their assignments.

• School and provider records remain current and accurate.

• Timesheets are submitted and approved by established deadlines.

• Credentialing and compliance requirements are tracked consistently.

• Operational questions and concerns receive timely responses.

• School partners and therapists receive clear, professional, and supportive communication.

About Collaborative Therapies

Collaborative Therapies LLC is a Florida-based healthcare staffing agency and government contractor that partners with schools and educational organizations to provide high-quality speech-language, occupational, physical, and related therapy services. We believe collaboration changes everything and are committed to responsive communication, compassionate care, and dependable service.