Seeking: Office Manager & Head of Operations
Full-time, salaried
Dancy Perinatal, Inc.
Hybrid | Nashville, TN Area
About Us
Dancy Perinatal is a growing national organization focused on improving mental health care during pregnancy, postpartum, infertility, loss, and the transition to parenthood. We provide telehealth counseling, education, consultation, and support programs for families and professionals.
We're a small mission-driven team that cares deeply about elevating the standard of care for perinatal families nationwide. We do things differently at Dancy Perinatal. We get stuff done while constantly asking how we can do it in better, smarter ways. We’re smart, driven and value excellence while being willing to grow and learn. We’re visionaries who can also roll up our sleeves to do what needs to be done. If that sounds like you, you’re in the right place.
About the Role
We are seeking a highly organized and adaptable Office Manager & Head of Operations to oversee and execute the operational backbone of a growing perinatal mental health organization. This role is both strategic and hands-on, requiring someone who can build systems, manage operational processes, and take ownership of emerging needs as the organization expands.
This role is ideal for someone who loves using their talent and skills to serve a mission. You enjoy creating order, building systems, solving problems, and making sure important details don't fall through the cracks. You'll work closely with the CEO and play a key role in supporting our clients, therapist team members, medical referral partners, and organizational growth and you have the warmth and reliability to see that the job is done in a caring way.
This role includes daily check-ins and weekly one-on-ones with the CEO, creating a rhythm of communication and transparency that keeps us aligned and moving. No two days will look exactly alike. One day may involve coordinating payroll and onboarding new clinicians, while another may focus on event logistics, referral relationships, marketing execution, or building a new internal process.
This role is hybrid (50% remote allowed) with initial training full time in our office in Lebanon, TN.
Key Areas of Responsibility
- Manage high touch client and referral relationships Maintain strong relationships with medical office referral partners, support client tech and admin needs, troubleshoot operational issues, and ensure a positive experience for those interacting with our organization.
- Envision and execute special projects for the CEO From our annual event coordination to client funnel overhaul, our small but mighty team adjusts with the needs of the organization as it grows. You will work closely with the CEO to strategize improvements as we grow and then make sure they happen.
- Execute day-to-day technology and marketing operations Manage a multi-media marketing calendar ensuring that our team goals and deadlines are followed, schedule social media posts and paid advertisements, troubleshoot technology issues as needed and brainstorm strategic improvements and solutions for operational bottlenecks as they arise. Bring systems thinking and troubleshooting to our documentation, regular website updates, and digital content platforms. Ensure our internal documents and systems are up to date and helpful.
- Execute day-to-day team management priorities, including vendors/contractors Provide administrative oversight of a mixed team of approximately 20 part-time employees and contractors - ensuring payroll is processed correctly, tech access is maintained, and onboarding training is completed. Conduct regular check-ins on administrative task completion to keep our team on track. Monitor and manage timelines for special programs, groups, and classes to ensure smooth execution. Oversee a variety of part-time contractors as they support various projects: from website coders, to video editors, to HR consultants. Note: Clinical supervision is provided separately by licensed clinical staff.
The Ideal Candidate
You are:
● Exceptionally organized and detail-oriented
● Comfortable managing many moving pieces simultaneously and seeing it through to completion
● A proactive problem-solver who takes ownership
● Adaptable and energized by variety
● Strong in both systems thinking (“big picture”) and execution (“roll up your sleeves”)
● Comfortable learning new technology and processes
● Good at finding answers to questions
● Professional, warm, a positive “face” for a perinatal mental health organization
● Highly dependable, honest, transparent and trustworthy
● Comfortable with daily check-ins and clear communication as a baseline expectation, not a burden
Preferred Experience
● Operations, office management, project management, or similar leadership experience
● Experience supporting a growing organization
● Familiarity with payroll, HR administration, vendor management, or event coordination
● Experience managing administrative compliance across a mixed employee and contractor workforce
● Healthcare, mental health, education, or professional services experience is a plus
Why Join Dancy Perinatal?
You'll have the opportunity to make a meaningful impact within a mission-driven organization while helping build the systems that support our continued growth. This is a role for someone who enjoys both thinking strategically and getting things done. At the same time having the opportunity to take on new challenges and grow with the organization.
We offer a competitive benefits package with an eye on growth and long-term presence here. Our goal is to create a fulfilling and positive career opportunity for the right fit. This package includes salary, paid holidays, paid time off, retirement, disability and health benefits.
Timeline and details of hire requirements
We are hoping to make final decisions on candidates in August with onboarding begun by Sep 8. Initial onboarding will require in person meeting Mon-Fri in Lebanon, TN for at least the first month of hire. Hybrid/remote options will begin as independent work starts and candidate demonstrates full understanding and ownership.
The operations role will have a large part in directing and organizing our annual professional conference that takes place in Sacramento, CA. Currently the projected date of the next event would be approximately March 2-6, 2027. Attendance at this event is required for this role.
The hours for this role are flexible after training is complete but regular daily availability during office hours is essential for operations. In-office meetings will be scheduled around the demands of the organization and projects. The majority of our clients, clinicians and referral partners are in Pacific Time, requiring that meeting availability will occasionally need to be in the early evening. Our most productive hours of the day are 11am-7pm.
Due to the sensitive nature of our work, candidates will be background checked before hire.
Pay: $65,000.00 - $85,000.00 per year
Benefits:
- 401(k) matching
- Health insurance
- Paid time off
Work Location: Hybrid remote in Lebanon, TN 37087
