Clinical Coordinator

Job Description

Job Description

Salary: Experience Dependent

Clinic Coordinator

Wisconsin Tongue Tie Institute

Position Summary

Wisconsin Tongue Tie Institute is seeking a highly organized, proactive, and people-focused Clinic Operations Manager to help lead the daily operations of our growing specialty healthcare practice.

This individual will serve as a key member of our leadership team, working closely with the owners and Chief Operating Officer to ensure our clinic operates efficiently, our team remains informed and aligned, and our systems continue to improve as we grow.

This role combines operations, project management, leadership, communication, marketing, and administrative oversight. The ideal candidate thrives on organization, enjoys building systems, takes initiative without being asked, and has a passion for helping a mission-driven healthcare practice provide an exceptional patient experience.

Primary Responsibilities

Operations & Leadership

• Assist in overseeing the day-to-day operations of the clinic.
• Partner with ownership and the COO to execute strategic initiatives.
• Participate in leadership meetings and planning sessions.
• Help identify operational inefficiencies and implement improvements.
• Ensure projects and initiatives move forward on schedule.
• Coordinate follow-up on action items and ensure accountability throughout the organization.

Meeting & Communication Management

• Organize leadership and staff meetings.
• Prepare and distribute meeting agendas in advance.
• Record meeting notes and action items.
• Send timely meeting summaries and follow-up communications.
• Keep staff informed of important updates, changes, and announcements.
• Help ensure communication remains clear, consistent, and timely across all departments.

Process Development & Accountability

• Create, document, and maintain Standard Operating Procedures (SOPs).
• Develop workflows that improve efficiency and consistency.
• Train team members on new systems and processes.
• Monitor compliance with established procedures.
• Follow up with staff to ensure processes are being implemented consistently.
• Continuously identify opportunities for operational improvement.

Staff Support & Management

• Manage new employee onboarding and training new team members.
• Support employee development and continuing education initiatives.
• Provide coaching and accountability as delegated by leadership.
• Help coordinate schedules, projects, and team responsibilities.
• Foster a positive, collaborative, and growth-oriented workplace culture.

Marketing & Community Outreach

• Assist in managing the clinic's social media presence.
• Coordinate content creation and scheduling.
• Help execute marketing campaigns and community outreach initiatives.
• Support referral relationship development with healthcare providers and community partners.
• Coordinate events, educational opportunities, and promotional activities.

Administrative Support

• Manage projects assigned by ownership or the COO.
• Coordinate special initiatives across departments.
• Track project deadlines and priorities.
• Assist with vendor relationships and administrative tasks as needed.
• Help ensure the clinic maintains exceptional organization and operational excellence.

Qualifications

Required

• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Exceptional attention to detail.
• Ability to manage multiple priorities simultaneously.
• High level of professionalism and discretion.
• Strong computer skills and comfort learning new software.
• Ability to work independently while collaborating effectively with a team.
• Self-motivated with excellent follow-through.

Preferred

• Previous healthcare management or office management experience.
• Experience leading teams or managing projects.
• Experience creating SOPs or operational documentation.
• Marketing or social media experience.
• Familiarity with CRM, project management, or workflow software.
• Experience in dental, medical, therapy, or specialty healthcare settings.

Characteristics We're Looking For

The ideal candidate is someone who:

• Takes initiative without waiting to be asked.
• Loves creating organization out of chaos.
• Communicates clearly and professionally.
• Enjoys improving systems and processes.
• Is dependable and follows through on commitments.
• Is adaptable in a fast-paced, growing organization.
• Demonstrates emotional intelligence and professionalism.
• Can balance strategic thinking with day-to-day execution.
• Builds trust and positive relationships with teammates.
• Is committed to continuous learning and improvement.

Our Mission

At Wisconsin Tongue Tie Institute, we are passionate about helping infants, children, and adults improve their quality of life through comprehensive airway, feeding, oral function, and tongue tie care.

We believe exceptional patient experiences begin with exceptional team members. We are committed to building a culture rooted in compassion, excellence, continuous improvement, teamwork, and service.

If you are someone who loves organization, enjoys making systems better, and wants to play a meaningful role in helping a growing healthcare practice change lives, we'd love to meet you.

Important: this job opening is for Wisconsin Tongue Tie Institute (not De Pere Smiles). Wisconsin Tongue Tie Institute is in the same building as De Pere Smiles but is a separate entity.