Clinical Office Manager at Fertility Clinic

Are you a hands-on, organized, and supportive leader committed to compassionate patient care? If that’s you, we want to meet you!

As an experienced Clinical Office Manager, you ensure our office runs like a well-oiled machine. Your role includes overseeing day-to-day operations, providing hands-on support, leading our team of medical assistants, managing office facilities, and creating a welcoming environment for our valued patients.

We're not your everyday practice. Our clinic is fast-paced, proudly serving up to 35 patients daily.

You’re the kind of person who's always ready to roll up their sleeves and lend a hand when needed. From rooming patients and teaching injection instructions, billing patients, and tackling whatever comes your way — no job is too big or small for you. Plus, you have the talent for coaching our team to do their absolute best. We’re looking for a skilled communicator who sets clear expectations, not just for our team, but also for our patients and vendors, all while radiating warmth and approachability.

Above all, you need to genuinely enjoy working with people. We’re a small yet powerful team built on collaboration, and this role embodies that spirit. Together, we’re committed to elevating our practice, breaking down fertility barriers, and delivering incredible results for our patients.

Feeling excited and motivated? Then you’re exactly the kind of candidate we’re eager to meet!

What You’ll Do

Daily Operations

• Perform diverse administrative duties to maintain the seamless operation of Dr. Aimee’s schedule and daily commitments.
• Take on additional responsibilities, such as rooming patients, teaching injection instructions, billing patients, and tackling whatever comes your way. No job is too big or small for you.
• Assist with preparing the clinic’s daily schedule and verifying it for accuracy.
• Find opportunities to optimize the office’s daily operating rhythm, focusing on efficiency, accuracy, and quality patient care.
• Organize and optimize the office space to maximize productivity and operability.

People Management

• Supervise and guide our support staff in their daily work (i.e. receptionists, medical assistants, and medical records coordinator).
• Create and manage employee schedules.
• Assist our HR lead with onboarding new employees, regular employee 1-1s, performance reviews, and team-building activities.
• Foster a culture of operational excellence, skill advancement, and continuous improvement by encouraging team members to take extreme ownership of their functions.

Office Facilities

• Ensure that office facilities and equipment are well-maintained, safe, and in top working order.
• Manage the procurement of office and medical supplies, furniture, equipment, and other resources needed for day-to-day operations. Keep track of inventory and reorder supplies as necessary.
• Oversee the maintenance of office technology infrastructure, including internet connectivity, phone systems, and other IT-related components. Work with our IT specialist to troubleshoot issues.
• Implement and oversee safety protocols to ensure a secure and healthy work environment.
• Collaborate with vendors and service providers while overseeing service quality and timeliness.
• Supervise cleaning and janitorial services to maintain a clear and hygienic workplace.

Operational Efficiency

• Continuously assess and streamline office operations to improve efficiency.
• Collaborate with our leadership team to identify and propose solutions for bottlenecks, confusion, and inefficiencies.
• Implement and improve existing SOPs and templates to ensure consistent and productive workflows.

What You Bring

• Ability to adapt in a fast-paced, growing environment.
• 5 years of relevant experience as a hands-on Clinical Office Manager.
• Experience managing a team preferably in a healthcare environment.
• Excellent written and verbal communication skills — you communicate clearly and warmly.
• A proactive, problem-solving attitude with a focus on finding solutions rather than dwelling on challenges.
• Strong attention to detail.
• Emotional maturity to handle uncertainty and make quick decisions with limited resources and data.
• Commitment to continuously learning, improving, and refining your skills.
• You’re a team player. The phrase “That’s not my job” is not in your vocabulary, instead you’re always ready to ask, “How can I help?” and jump in.
• You care deeply about your work, team members, and the well-being of the company.
• You want to make an impact — finding ways to add value, improve efficiencies, and provide excellent patient care.

The Details

• You’ll work during our operating hours. Our office hours are from Mon-Fri, 7:30am-4pm, and Sat-Sun from 8am-11am.
• This is an in-office position at our San Ramon location (94583), so a reliable commute is a must.
• Compensation ranges from $80,000-$100,000 (depends on experience).
• Paid health, dental, and vision insurance, sick time, PTO, and a 401(k).

Not Mandatory, But a Plus

• Experience working in the fertility field and/or women’s health
• Experience working as a Medical Assistant

About the Egg Whisperer

The Egg Whisperer Inc. is a global fertility brand with a private practice in San Ramon, CA, founded by Dr. Aimee Eyvazzadeh, one of the world’s most sought-after fertility doctors and experts. Our mission is to provide accessible fertility guidance with love and positivity. We do this through various channels, including our podcast The Egg Whisperer Show, fertility classes and events, and our private practice.

We hire individuals who are motivated by our mission. We firmly believe that operational excellence is the driving force behind our success. That's why we seek out team members who are positive go-getters, always on the lookout for opportunities to add value, enhance their work, streamline processes, and lift others up.

Last Words

We don't just work hard; we work smart. It's not every day you find a private practice serving up to 35 patients daily. We're searching for someone who's ready to step onto the field, pick up the ball, and run with it.

Fertility patients come to Dr. Aimee from all corners of the country, and it's our responsibility to ensure they receive the care they need and deserve. We're passionate and committed to making a difference. However, we can't do it alone. We're on the hunt for like-minded team members to join us on our journey. The job comes with a lot of responsibilities, and it also brings a ton of opportunities and even more fulfillment.

** IMPORTANT: How to Apply

We value attention to detail and your ability to follow instructions. To be considered for the role, complete our Egg Whisperer Application Form link ->

Please DO NOT CALL regarding this position. We do not review any applicants or provide status over the phone. Thank you for your understanding.

Job Type: Full-time

Pay: $80,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Healthcare setting:

• Clinic
• Medical office

Medical specialties:

• Ob/Gyn

Schedule:

• 8 hour shift
• Weekends as needed

Work Location: In person

Salary : $80,000 - $100,000