Director of Operations (Practice Administrator · EOS Integrator)

Portland Psychotherapy Clinic, Research & Training Center · Portland, Oregon · Full-time, hybrid · $110,700–$120,540 plus benefits · Relocation assistance available

You will hold the Integrator seat on our EOS leadership team, and you will build the systems that let a clinical, research and training organization of about 25 staff run well without its founders in the middle of everything.

Portland Psychotherapy is an independent behavioral-health practice, founded in 2007, that does three things most clinics do not do together: delivering evidence-based therapy centered on Acceptance and Commitment Therapy to about 1,200 clients a month, running a research program that has produced more than 60 peer-reviewed articles and an FDA-approved clinical trial, and training other clinicians through more than 100 workshops and a practicum and postdoctoral program.

Our Portland Institute for Psychedelic Science (PIPS) houses our research, training and clinical work in psychedelic-assisted therapy. Our mission is to use science to develop and guide compassionate, effective treatment and contribute to the wider community through research and training. We are a social enterprise.

Legally we are a for-profit, but our two founders are paid as employees and take no profit; what a conventional practice would distribute to its owners funds our research, our training scholarships, and our diversity and anti-racism work.

A team of about twenty-five — clinicians and postdoctoral fellows, a small research team, and a small administrative team — works from an 1889 Victorian on North Williams Avenue that we restored rather than replaced, with solar panels on the roof; we also serve as the management services organization for a partnered psychiatric practice.

Our leadership team has run on the Entrepreneurial Operating System for three years — weekly Level 10 meetings, a scorecard, rocks, an accountability chart — and makes major decisions together.

We have never had a Director of Operations. Our CEO, who is also our head of research and marketing, carries much of day-to-day operations; our administrative operations are led by a long-tenured manager whose plate is already full. We have a backlog of known operational issues, systems that work but are inefficient, and more ideas than capacity.

This role exists to fix that — deliberately, one system at a time. And because of how we are built, operations here is mission work: every hour of friction you remove and every dollar you save goes to research, scholarships and care for people who could not otherwise afford it.

What you’ll own

You will be the person the leadership team looks to for how the organization runs.

Over time that means administrative operations and our admin team; facilities, vendors and purchasing; the operations manual and SOP library; finance and reporting (the budget process and the monthly close with our CPA, dashboards, payroll oversight, compensation administration); people operations for all staff (compliance, handbook, onboarding, benefits, employee relations, the recruiting machinery); oversight of billing and revenue cycle; HIPAA security and our relationship with outside IT; the business services we deliver to a partnered psychiatric practice under a management services agreement; and the day-to-day operations of our marketing and continuing-education functions.

You will facilitate our weekly leadership meeting and own the scorecard. You will supervise the Administrative Operations Manager, the Marketing Assistant and the CE/Event Coordinator.

You will not own strategy. Our leadership team sets direction and makes major decisions as a group, and the CEO retains marketing and research strategy, payer contracting and the attorney relationship. You will have wide latitude in how things get implemented and a team that expects you to use it.

Your first two years, roughly

Months one to three: learn how everything actually works, shadow the people who do it, inventory our systems, triage the backlog, take over facilitating the leadership meeting, become our HIPAA Security Officer.

Months three to twelve: work on strengthening our finance and reporting rhythm, finish our digital-security remediation, rebuild people operations, reorganize our SOP library so every core process is documented and findable.

Month three also includes helping us build out our psychedelic-assisted therapy services through our Portland Institute for Psychedelic Science as FDA approvals arrive — the scheduling, credentialing, billing and compliance scaffolding for a new kind of clinical service. You won’t own the strategy for that; our clinical leads and CEO do. You will build the machine that runs it.

Year two: revenue cycle, marketing operations, and an automation and AI layer across administration. Each system is a lot of work when you take it up and much less once it runs. By the end, you are the linchpin of the organization’s operations.

You are

• A systems person. You see processes, not tasks. You have built procedures, workflows or automations that outlived your time in a role, and you can tell us about one that failed and why.
• Reliable to a fault. Things you own get done without anyone asking twice.
• Technically fluent without being an engineer. You are comfortable across Microsoft 365 (SharePoint, Teams, Excel; Power BI is a plus), you have built automations with Power Automate, Zapier or the like, and you use AI assistants like Claude or ChatGPT regularly and substantively in your work and can say exactly how — and where they fall short.
• Financially literate. You have owned a budget or a monthly close and you use financial statements to make decisions.
• Someone who has managed people — including, ideally, someone more tenured than you — with clarity and kindness.
• Experienced. You bring five or more years of progressively responsible operations, practice-administration or business-management experience, including at least two years supervising staff.
• A clear writer with working HR knowledge. You write procedures and training materials people actually follow, and you know the basics of HR administration and employment law — or can learn them quickly with our HR consultant’s help.
• Low-ego and team-first. You take critical feedback without defending, you implement group decisions you argued against, and you are not territorial. These matter more to us than any credential.
• Familiar with healthcare or behavioral-health practice operations, insurance and Oregon Health Plan billing, or HIPAA — strongly preferred but not required for a strong operator willing to learn fast with our billing manager’s help.
• Committed to diversity, equity, inclusion and anti-racist practice, and to an evidence-based, mission-driven organization.
• Someone who recognizes yourself in our seven values — integrity, self-direction, a generous spirit and willingness to contribute, openness and receptivity, heart for the mission, care for quality, and self-awareness and adaptability. We hire on them, and we will ask you about them.

You are probably not a fit if

• You want to set strategy or make major decisions alone. This is an implementer’s seat on a team that decides together.
• You have not worked inside an operating system like EOS and are not excited to. We are all in on it.
• You prefer a large organization with specialists for HR, finance, IT and facilities. Here you own the function and orchestrate the experts (a CPA, an HR consultant, an IT firm).
• You need to work fully remotely. This role is hybrid, with 3 days a week onsite at our North Williams office.

What we offer

• Starting salary $110,700–$120,540, and can be higher for especially qualified candidates. Where you start is set through our pay-equity process, based on your experience and demonstrated breadth, with a formal compensation review at twelve months. This is a salaried, exempt position.
• Thirty-five paid days off a year: 20 vacation days, 5 sick days, 5 days for professional activities such as conferences and trainings, and 5 paid holidays.
• Group health insurance, with Portland Psychotherapy paying 50 percent of the premium for the lowest-cost plan; employer-paid life and long-term disability insurance; optional dental, vision and short-term disability coverage at group rates.
• A SIMPLE IRA retirement plan with a dollar-for-dollar employer match of up to 3 percent of compensation.
• $625 a year for professional expenses and $1,250 a year for work-related travel, free attendance at all Portland Psychotherapy training events, targeted skill-development resources for administrative and operations staff, and an internal grant program open to every staff member for projects you want to pursue.
• A qualified transportation plan for staff who commute by public transit, and hybrid work with the schedule flexibility we extend to all staff.
• Relocation assistance for a candidate moving to Portland, and paid travel for finalists visiting from out of the area.
• A pet-friendly office for well-behaved animal companions, plus happy hours and other events to connect with colleagues.
• A leadership team that has run on EOS for three years and wants a real Integrator.
• The chance to build something from scratch in an organization whose work matters, with colleagues who take evidence seriously.

Application process

If you don’t check every box but this sounds like you, apply anyway — we’d rather talk. We will tell you where you stand at every step. Apply here on Indeed with your résumé and answers to the application questions below; they take the place of a cover letter.

We review applications on a rolling basis and reply to everyone.

Pay: $110,700.00 - $120,540.00 per year

Benefits:

• Relocation assistance

Application Question(s):

• Which of these have you personally owned, not just supported? Budget or monthly close; payroll; HR compliance and policies; billing or revenue cycle; HIPAA or information security; IT vendors; facilities; a library of written procedures; a leadership meeting rhythm such as EOS. A list is fine.
• Describe a system, process or automation you designed that is still in use after you moved on. What problem did it solve, how did you get people to use it, and what would you do differently? (200 words or fewer)
• Tell us specifically how you have used AI tools in your work in the last month — what for, which tools, and one thing they got wrong. (200 words or fewer)
• Describe a time a leadership team you were part of made a decision you disagreed with. What did you do, and how did it turn out? (200 words or fewer)
• Can you reliably commute to, or relocate to, Portland, OR?
• What about this role made you apply?

Work Location

Hybrid remote in Portland, OR 97227