Administrative Operations Coordinator

Diversicare of Sedgwick•Sedgwick, KS

About The Position

The Administrative Operations Coordinator coordinates key Center administrative operations, including resident financial services, revenue cycle support, payroll, workforce coordination, team member records, compliance documentation, and related operational processes. The role supports the Center’s financial, workforce, and operational performance through billing and collections support, Medicaid coordination, payroll processing, recruitment and onboarding, personnel record maintenance, benefits and leave support, workers’ compensation coordination, team member engagement, and regulatory compliance. Work is performed in accordance with company policies and procedures, applicable resource manuals, and federal and state requirements. The Coordinator serves as a resource to residents, families, applicants, team members, Center leadership, government representatives, and business partners. The position promotes operational efficiency, team member retention, service excellence, and quality resident care while maintaining accurate, confidential, organized, and survey-ready records.

Requirements

High school diploma or GED required.
Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Knowledge of employment practices, payroll processes, confidentiality requirements, and basic accounting principles.
Ability to communicate professionally and effectively with residents, families, team members, applicants, government representatives, and individuals at all organizational levels.
Strong organizational, analytical, customer-service, and problem-solving skills.
Ability to manage multiple priorities, meet strict deadlines, maintain confidentiality, and work with minimal supervision.
Ability to conduct orientation, training, and informational sessions for individuals and groups.

Nice To Haves

Bachelor’s degree in human resources, business administration, accounting, finance, or a related field preferred.
One to three years of experience in human resources, payroll, full cycle recruiting, accounting, healthcare administration, business office operations, workforce coordination, human resources support, or a related field preferred.
Experience with accounts receivable, billing, collections, Medicaid applications, or resident financial services preferred.
Experience with HRIS, applicant tracking, payroll, workforce management, electronic health record, or accounts receivable systems preferred.
Experience with UKG Pro, UKG Workforce Management, iCIMS, PointClickCare, RFMS, or similar systems preferred.

Responsibilities

Coordinate assigned Center administrative processes across business office, human resources, payroll, workforce support, compliance records, and required reporting.
Partner with the Administrator, Director of Nursing Services, department leaders, Central Business Office, Payroll, Human Resources, Workforce Management, and other support departments to complete required processes accurately and on time.
Maintain organized, accurate, confidential, and survey-ready records for resident financial matters, personnel files, payroll, benefits, leave, workers’ compensation, recruitment, onboarding, and compliance documentation.
Communicate professionally with residents, families, responsible parties, applicants, team members, government agencies, vendors, Center leadership, and company support departments about assigned administrative, financial, HR, payroll, workforce, and compliance matters.
Identify and escalate barriers, documentation issues, employee relations matters, collection concerns, billing issues, payroll concerns, and compliance risks to the appropriate leader or support department.
Support resident financial services, including admission and payer-source documentation, Medicaid application coordination, representative payee needs, private-pay and patient-liability follow-up, collections activity, resident trust account support, and required financial reporting.
Review accounts-receivable information, including aging, past-due balances, Medicaid pending accounts, bad debt, and collection reports, and complete appropriate follow-up in partnership with the Administrator and Central Business Office.
Coordinate with Admissions, Nursing, MDS, Therapy, the Administrator, Central Business Office, residents, families, caseworkers, and other departments to support accurate billing information, payer-source changes, skilled benefits, Medicaid documentation, and collection needs.
Complete assigned billing, reconciliation, month-end, census, resident trust, and financial documentation activities within established deadlines.
Support Center HR and workforce processes, including recruitment coordination, applicant communication, pre-employment screening, onboarding, orientation, required training, personnel file maintenance, I-9 documentation, HRIS updates, and team member recordkeeping.
Process and support payroll-related activities, including timekeeping review, missed punches, pay codes, schedules, deductions, payroll exceptions, status changes, compensation changes, transfers, and terminations, in accordance with established deadlines.
Serve as a resource for team members and leaders regarding payroll, benefits, timekeeping, attendance, HRIS processes, leave documentation, workers’ compensation reporting, workplace postings, and related employment processes, in partnership with Human Resources and other support departments.
Support staffing, engagement, retention, performance-review, survey, training, and communication activities in partnership with Center leadership, Workforce Management, and Human Resources.
Conduct orientation, training, and informational sessions for individuals and groups.