Marketing Operations and Technology Manager

Job Summary

Bladder & Bowel Institute is seeking a highly technical, hands-on Manager of Marketing Technology & Digital Platforms to own and continuously improve the systems, websites, data, integrations, automation, and digital platforms that support our marketing and patient acquisition programs.

This position is responsible for the technical infrastructure behind those programs and ensuring that our systems are connected, our data is accurate, our scheduling and patient workflows are efficient, and our digital platforms are scalable and easy to use.

This individual will own key platforms and processes including our websites and landing pages, CRM, Airtable, AI call center technology, Zoom, scheduling workflows, analytics, call tracking, automation, integrations, lead routing, and marketing reporting.

The ideal candidate is a builder and problem solver who is comfortable working directly inside systems. This person should be able to develop and troubleshoot websites, understand complex data flows, build integrations and automations, improve scheduling processes, investigate reporting discrepancies, and continuously identify ways to make BBI’s technology and workflows simpler and more efficient.

This role serves as the technical bridge between Marketing, Operations, Patient Services, IT, leadership, external developers, and technology vendors.

What You’ll Do

Digital Platforms & Website Development

· Own the day-to-day technical management and performance of BBI’s websites, landing pages, seminar registration pages, physician-facing platforms, and other digital properties.

· Build, modify, maintain, and troubleshoot webpages and landing pages without relying entirely on outside developers.

· Manage website forms, registration flows, tracking scripts, pixels, redirects, APIs, integrations, conversion events, and related functionality.

· Work directly with HTML, CSS, JavaScript, content management systems, and other web technologies.

· Manage larger development projects with external developers when needed, including requirements, timelines, testing, QA, and implementation.

· Monitor website performance, mobile usability, page speed, SEO fundamentals, accessibility, and conversion functionality.

· Conduct ongoing QA to ensure forms, links, phone numbers, tracking, registrations, and patient journeys are functioning correctly.

· Identify opportunities to simplify and improve digital experiences for both patients and internal teams.

CRM, Airtable & Lead Management

· Serve as the technical owner of BBI’s CRM and marketing lead-management infrastructure.

· Own the transition and consolidation of legacy systems into scalable digital platforms, including migrating the CRM from Keap to Airtable, Salesmsg to Zoom Phone, Access Database workflows to Airtable, and future platform replacements or integrations.

· Responsible for transitioning our CRM from Keap to Airtable, SalesMsg to Zoom Phone, Access Database to Airtable, etc

· Build, maintain, and optimize Airtable bases, relational data structures, automations, interfaces, formulas, workflows, and reporting.

· Manage how patient leads and marketing data enter, move through, and are updated across BBI systems.

· Ensure leads from websites, PPC, social media, seminars, direct mail, television, phone calls, referrals, and other sources are captured, routed, and attributed correctly.

· Build and optimize automated lead-routing and follow-up workflows.

· Monitor duplicate records, missing data, failed automations, routing errors, synchronization issues, and other system problems.

· Maintain clean, organized, and scalable data structures as BBI grows.

· Document CRM fields, data definitions, workflows, lead sources, automation rules, and system logic.

Data, Analytics & Reporting

· Own the integrity and accuracy of marketing and patient acquisition data across BBI’s platforms.

· Build and maintain dashboards and reporting for the complete patient acquisition funnel, including leads, seminar registrations, attendance, phone consultations, appointments, testing, procedures, conversion rates, source attribution, marketing spend, and ROI.

· Combine data from multiple platforms, systems, and vendors into reliable and actionable reporting.

· Investigate discrepancies between systems and determine the root cause when numbers do not match.

· Develop processes for data validation, reconciliation, QA, and ongoing monitoring.

· Establish consistent data definitions, naming conventions, tracking standards, and reporting methodologies.

· Analyze marketing and operational data to identify trends, conversion issues, system problems, and opportunities for improvement.

· Partner with leadership to turn business questions into usable dashboards, reports, and actionable insights.

· Maintain accurate attribution across digital, television, direct mail, seminar, phone, referral, and other patient acquisition sources.

Scheduling, Workflow & Process Optimization

· Evaluate BBI’s current scheduling and operational workflows and identify opportunities to simplify, automate, and improve them.

· Improve how scheduling functions across websites, CRM, Airtable, AI call center technology, Zoom, patient communication tools, and other platforms.

· Build and optimize workflows for seminar registration, appointment scheduling, phone consultations, follow-up activities, virtual events, and other patient-facing scheduling processes.

· Reduce manual entry and duplicate work by connecting systems and automating repetitive scheduling and administrative tasks.

· Ensure scheduling information flows accurately between systems and is visible to the appropriate teams.

· Identify friction points for both patients and employees and develop technology solutions that make processes faster and easier to use.

· Evaluate existing systems and recommend when tools should be improved, integrated, consolidated, or replaced.

· Develop scalable workflows that can support BBI’s continued growth across multiple markets and locations.

· Continuously evaluate how BBI’s systems work together and redesign workflows to reduce manual work, simplify scheduling, improve data accuracy, and create a better experience for both patients and employees.

Systems Integration & Automation

· Own integrations between BBI’s marketing, CRM, patient engagement, call center, scheduling, analytics, and reporting platforms.

· Build and maintain integrations using APIs, webhooks, native integrations, and automation platforms.

· Understand how data moves between systems and proactively identify potential points of failure.

· Troubleshoot integration failures, synchronization issues, missing data, duplicate data, and other technical problems.

· Build automated workflows that reduce manual processes and improve operational efficiency.

· Translate Marketing and Operations needs into clear technical requirements and scalable solutions.

· Maintain documentation and data maps showing how BBI’s systems interact.

· Identify opportunities to simplify BBI’s technology stack and reduce unnecessary complexity.

AI Call Center & Patient Communication Technology

· Own the technical implementation, integration, and ongoing optimization of BBI’s AI call center technology.

· Manage connections between the AI call center, CRM, Airtable, phone systems, websites, seminar registration systems, scheduling platforms, and patient workflows.

· Partner with internal teams and vendors to develop call flows, escalation logic, scheduling workflows, data capture, reporting, and integrations.

· Monitor AI call center performance and ensure information generated through the platform is captured accurately.

· Help evaluate and implement AI voice, chat, SMS, and automation technologies that improve patient engagement and operational efficiency.

· Troubleshoot technical issues related to AI communication platforms and their integrations.

· Identify opportunities to use AI and automation to reduce manual work and improve the patient experience.

Marketing Technology

· Own and administer BBI’s marketing technology stack.

· Manage platforms including CRM, Airtable, call tracking, email and SMS systems, analytics, automation tools, forms, surveys, Zoom, AI technologies, and other marketing platforms.

· Evaluate new technologies based on functionality, integration capabilities, scalability, cost, and business need.

· Manage implementation and migration of new platforms when necessary.

· Maintain system permissions, documentation, workflows, platform governance, and technical standards.

· Serve as Marketing’s primary technical resource for system, platform, and data issues.

· Proactively identify technology risks before they affect marketing operations or the patient experience.

Zoom & Virtual Platforms

· Administer BBI’s Zoom environment and related webinar, physician education, training, and virtual-event technology.

· Configure registration processes, user permissions, recordings, integrations, reporting, and automation.

· Connect Zoom registration and participation data with Airtable, CRM, websites, and reporting systems where appropriate.

· Troubleshoot technical issues related to virtual programs and integrations.

· Look for opportunities to simplify registration, attendance tracking, follow-up, and reporting for virtual programs.

Tracking & Attribution

· Manage Google Analytics, Google Tag Manager, CallRail or similar call-tracking platforms, UTM structures, conversion tracking, and attribution.

· Ensure conversion events and tracking are implemented consistently across websites and campaigns.

· Partner with BBI’s PPC and social media resources to ensure campaign data flows correctly into BBI’s systems and reporting.

· Validate that leads and conversions can be accurately tied back to their original marketing sources.

· Identify and resolve tracking gaps that could affect marketing performance reporting.

· Ensure new campaigns, landing pages, forms, and platforms have proper tracking in place before launch.

Vendor & Technical Project Management

· Manage technical vendors, software partners, developers, and platform providers.

· Hold vendors accountable for deliverables, system performance, issue resolution, timelines, and quality.

· Translate business requirements into technical specifications for developers and vendors.

· Lead technology projects from requirements through development, testing, implementation, and post-launch QA.

· Coordinate multiple technical projects and priorities while maintaining clear timelines and accountability.

· Maintain SOPs, system documentation, integration maps, and technical processes.

· Evaluate whether work should be completed internally or through external partners based on complexity, cost, and available expertise.

Qualifications

· 6+ years of experience in marketing technology, digital platforms, marketing systems, CRM administration, web development, data operations, systems integration, or a related technical field.

· Demonstrated experience developing, maintaining, and troubleshooting websites and landing pages.

· Working knowledge of HTML, CSS, JavaScript, and related web technologies.

· Strong experience with Airtable, including relational data structures, formulas, interfaces, automations, and integrations.

· Experience administering CRM platforms and complex lead-management workflows.

· Experience working with APIs, webhooks, integrations, and automation technologies.

· Strong experience working with data from multiple platforms and systems.

· Strong understanding of databases, relational data, data hygiene, data validation, and reporting.

· Experience with analytics and tracking platforms such as Google Analytics and Google Tag Manager.

· Experience with call tracking and attribution platforms such as CallRail or similar technology.

· Experience administering Zoom and managing registrations, integrations, or virtual programs.

· Experience with scheduling systems and automated scheduling workflows strongly preferred.

· Experience with AI voice, chatbot, conversational AI, call center technology, or AI automation strongly preferred.

· Experience with email and SMS automation platforms preferred.

· Experience with SQL, Python, Power BI, Tableau, Looker Studio, or similar querying, analytics, or reporting tools is highly desirable.

· Strong analytical and troubleshooting skills with the ability to investigate discrepancies and determine root causes.

· Strong project management, documentation, organization, and QA skills.

· Ability to translate technical concepts for non-technical stakeholders and translate business requirements for technical partners.

· Comfortable managing multiple high-priority projects in a fast-paced and evolving environment.

· Healthcare, medical device, patient acquisition, or regulated-industry experience is a plus.

What We’re Looking For

We are looking for someone who is

· A builder and operator, not simply a strategist or vendor manager.

· Technical enough to work directly inside the systems and troubleshoot problems personally.

· Experience working in healthcare or another regulated environment, with familiarity with HIPAA, WCAG, FTC health data/privacy requirements, and applicable ONC/Health IT standards strongly preferred.

· Data-driven and naturally inclined to validate information rather than simply accept what a dashboard reports.

· Able to understand where data originates, where it goes, how systems communicate, and why numbers may not match.

· Comfortable working directly inside databases, CRM systems, Airtable, websites, dashboards, integrations, and automation tools.

· Capable of developing and modifying websites.

· Comfortable working with developers and technical vendors while knowledgeable enough to review, validate, and challenge their work.

· Someone who naturally asks, “Why are we doing this manually?” and can redesign complicated processes into simple, automated, scalable workflows.

· Focused on making systems easier for employees to use and patient experiences easier to navigate.

· Able to look across multiple systems and determine how they can work together more efficiently.

· Curious about AI and emerging technology and able to identify practical applications that improve BBI’s operations.

· Highly detail-oriented and accountable for the reliability of BBI’s technology, data, integrations, and digital platforms.

Please do not apply if you do not have the required qualifications

Pay: $110,000.00 - $130,000.00 per year

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Application Question(s)

• Do you have experience simplifying and automating scheduling and operational workflows?
• Do you have experience with healthcare privacy, compliance, and accessibility requirements?

Education

* Bachelor's (Required)

Experience

• Website management: 6 years (Required)
• CRM software: 6 years (Required)

Work Location: Remote