Chief of Staff

Job description

Summary

The Sears Institute is seeking a Chief of Staff to serve as the operational backbone of Dr. Sears’ practice and businesses.

This role is a broad practice support position — a trusted partner ensuring scheduling, communication, and operations flow seamlessly across the clinic, executive team, and business ventures.

The ideal candidate is highly organized, adaptable, and proactive — someone who thrives in a dynamic environment where no two days are alike.

Dr. Sears relies on this role for administrative oversight, coordination, and operational follow-through.

You will be an excellent fit for our company if the following values represent you:

• Patient First Mindset – You prioritize compassion, dignity, and personalized support for our patients and teams.
• Commitment to Excellence – You take pride in ensuring processes run smoothly and support high standards in all operations.
• Concierge-Level Service – You ensure every experience (whether patient, team, or vendor) feels professional, seamless, and cared for.
• Collaborative Spirit – You enjoy working across departments, supporting executives, clinic staff, and the front office as one team.
• Adaptability – You are comfortable switching gears quickly and thrive in an environment where priorities may shift daily.

A Day in the Life of a Chief of Staff

• Anticipate needs by preparing agendas, meeting notes, and follow-ups.
• Support communication across clinic staff, executive leadership, and external partners.
• Support flow between clinical and administrative teams to ensure smooth daily operations.
• Track and communicate reminders, deadlines, and deliverables across the practice.
• Maintain SOPs, policies, and practice documentation.
• Track decisions and ensure follow-through with documented action items.
• Support compliance requirements by keeping accurate records and logs.
• Assist with posting roles, scheduling interviews, and maintaining candidate trackers.
• Partner with HR consultants on hiring pipelines and onboarding processes.
• Ensure smooth employee onboarding/offboarding processes and management.
• Oversee ordering of office and practice supplies.
• Manage vendor relationships and ensure timely fulfillment of office needs.
• Track supply inventory and collaborate with staff for reorders.
• Support small operational projects (marketing newsletters, team communications, reporting).

Requirements

You should bring expertise in these areas and can help to uplevel the team in:

• 5+ years in Operations, HR or Chief of Staff experience; healthcare or professional services preferred.
• Scheduling mastery, communication, documentation management, and organizational efficiency.
• MS Office/Google Suite, scheduling/project management tools (Monday, Jira, etc).
  
  
• Soft Skills: Adaptability, strong prioritization, and problem-solving. 
• Style Fit: Thrives in a fast-paced environment where versatility and follow-through are essential.

30‑60‑90 Day Expectations

Within 30 Days, You’ll:

• Learn workflows and operations of the clinic.
• Review and analyze current SOPs, KPIs, and begin creating a centralized tracking dashboard
• Begin to run daily, weekly and monthly business meetings and reviews

Within 60 Days, You’ll:

• Manage KPI dashboard and drive accountability across key stakeholders
• Support updates to handbooks, onboarding checklists, and SOPs.
• Coordinate vendors and oversee ordering processes.

Within 90 Days, You’ll:

• Serve as the go-to operational partner for KPI review, project status and employee relations
• Ensure schedules, meetings, and projects run seamlessly with documented follow-through.
• Drive operational improvements across the practice and business support functions.

Work Hours & Reporting

• Standard schedule Monday–Friday, 9:00 a.m. – 6:00 p.m. (with flexibility for urgent needs)
• Reports directly to executive leadership.

Benefits

• Full-time employees are eligible for benefits on the 1st of the month following 60 days of full-time employment.
• Medical & Pharmacy
• Dental
• Vision
• Health Savings Account (HSA)
• Virtual Network Telehealth (including 24/7 Same-Day Virtual Urgent Care, Virtual Primary Care, Virtual Therapy, Virtual Specialty Care)
• Paid time off: 10 vacation days + 10 sick days; vacation increases after 5 years.
• 401(k) — eligible after 1 year.
• 8 Paid holidays 
• Company-provided scrubs; no dark colors (color guidelines).
• On payday, we'll provide a Catered lunch featuring organic, grass-fed, pasture-raised, and wild-caught ingredients.
• Employee discounts on clinic products/services.
• Free on-site exercise classes & equipment.
• Organic perks (e.g., organic eggs from the farm).

This job description reflects the core responsibilities and expectations for the role.

Duties may evolve as the clinic grows; reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

Required Skill Profession

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