Operations Manager

About Us

Doman International Institute (DII) is a 501(c)(3) nonprofit organization dedicated to empowering parents of children with brain injuries. At DII, we thrive when the families we serve thrive. Through a combination of virtual and in-person clinical appointments, we provide families around the world with the support, resources, and guidance needed to help their children reach their full potential.

Position Summary

Doman International is seeking a compassionate, detail-oriented, and proactive Operations Manager to join our mission-driven team. This individual will oversee the clinic scheduling, coordination, and communication related to nearly weekly clinical appointments—both in-person and virtual—for families of children with special needs.

As the primary point of contact for families, the Operations Manager plays a vital role in ensuring parents feel supported, informed, and welcomed every step of the way. This position requires excellent organizational skills, strong interpersonal communication, and a passion for making a difference in the lives of children and their families.

Key Responsibilities

• Serve as the primary liaison for families leading up to their clinical visits.
• Coordinate appointment logistics, including scheduling clinicians and managing all components of each visit.
• Distribute and track intake forms, medical histories, and other required documentation.
• Manage internal calendars and communicate scheduling needs to the clinical team.
• Anticipate potential issues or conflicts in scheduling and proactively resolve them.
• Provide timely, clear, and compassionate communication to parents across phone, email, and messaging platforms.
• Help create a welcoming and professional experience for all families and support them through their care journey.
• Collaborate cross-functionally with clinicians, administrative staff, and program leadership to ensure smooth clinical operations.
• Maintain accurate and up-to-date records of all communications and appointment data.

Qualifications

• Highly organized and able to manage multiple priorities simultaneously.
• Strong problem-solving skills with the ability to foresee and mitigate potential issues before they arise.
• Exceptional verbal and written communication skills.
• Deep empathy and a genuine passion for helping families of children with special needs.
• Proficient in basic digital tools (e.g., Google Workspace, calendar systems, email platforms).
• Prior experience in clinical coordination, case management, or related roles is preferred.
• 2+ years of experience in clinical coordination, patient services, healthcare administration, case management, or family support services (preferred).
• Experience working with families of children with special needs or in a pediatric or neurodevelopmental setting is highly desirable.
• Prior experience in a nonprofit or mission-driven organization is a plus.

Technical Skills

• Proficiency in Google Workspace (Docs, Sheets, Calendar, Gmail).
• Experience with CRM or scheduling software (e.g., Salesforce, Calendly, EHR tools, etc.).
• Comfortable using virtual communication platforms (e.g., Zoom, Slack).

Organizational & Interpersonal Skills

Exceptional organizational skills with the ability to manage multiple tasks, schedules, and priorities simultaneously.

Benefits

• Paid Health Insurance
• Paid time off
• Opportunity to work with a passionate nonprofit team helping children with special needs worldwide.

Hiring Timeline

Rolling candidate interviews until a candidate is selected, with a July start date preferred.

To Apply

Submit your resume and cover letter. Feel free to highlight past relevant experience coordinating operations or supporting families.

We look forward to hearing from you! 🚀