Front Office Operations Specialist

Ivy Rehab • Philadelphia, PA

7d

About The Position

The Front Office Operations Specialist, Pediatrics, serves as an operational partner to the Director of Front Office Operations, Pediatrics. The role coordinates and project-manages strategic initiatives, monitors operational performance, supports process improvement, and facilitates cross-functional collaboration across the pediatric division. The specialist analyzes operational and revenue cycle data, develops reports and dashboards, reviews workflows, and provides actionable insights to support decision-making and operational strategy. The position also coordinates initiative implementation, tracks timelines and deliverables, supports training and change management, and helps ensure operational consistency and efficiency.

Requirements

• At least 3 years of experience in healthcare operations, program coordination, project management, business operations, or a related role.
• Strong analytical and problem-solving skills, including the ability to interpret and act on data.
• Demonstrated ability to manage multiple priorities and projects simultaneously.
• Advanced proficiency in Microsoft Excel, PowerPoint, Outlook, and reporting tools.
• Experience working with EMR or practice management systems.
• Excellent written and verbal communication skills.
• Strong relationship-building, organizational, and stakeholder-management capabilities.
• Ability to work independently while managing competing priorities.

Nice To Haves

• Bachelor's degree in Business Administration, Healthcare Administration, Operations Management, or a related field; equivalent experience may be considered.
• Experience in pediatric healthcare, rehabilitation, or ambulatory care operations.
• Familiarity with front office operations, scheduling, patient access, authorizations, and revenue cycle workflows.
• Experience supporting operational improvement, process optimization, or change management initiatives.
• Knowledge of KPI reporting, dashboard development, and performance monitoring.

Responsibilities

• Analyze operational and revenue cycle data to identify trends, performance gaps, opportunities, and risks.
• Develop, maintain, and distribute operational reports and dashboards covering front office performance, patient access, scheduling, authorizations, collections, and other business metrics.
• Conduct audits and workflow reviews to assess operational effectiveness and adherence to standards.
• Monitor key performance indicators and work with the Director of Front Office Operations to recommend improvements.
• Translate complex data into insights that support decision-making and operational strategy.
• Coordinate and support implementation of pediatric operational initiatives across local, regional, and territory-level operations.
• Manage project timelines, deliverables, stakeholder communications, and action plans.
• Track initiative progress, identify risks or barriers, and follow up to maintain momentum.
• Support rollout of new programs, operational enhancements, acquisitions, and workflow changes.
• Facilitate project meetings and track accountability for deliverables and follow-up actions.
• Identify opportunities to improve front office workflows, operational efficiency, and patient experience.
• Support evaluation and optimization of front office processes to improve consistency and performance.
• Assist in developing and maintaining operational standards, procedures, and workflow documentation.
• Partner with stakeholders to translate initiatives into training materials, onboarding resources, and operational workflows.
• Identify operational knowledge gaps and collaborate with onboarding and training teams on education and training solutions.
• Support change management through communication planning, stakeholder engagement, and implementation support.
• Collaborate with Revenue Cycle, Clinical Operations, Front Office Operations, Infinx, Patient Experience, and other support functions.
• Build relationships with organizational leaders and stakeholders and facilitate cross-team communication and collaboration.
• Develop presentations, scorecards, executive summaries, and leadership reporting materials.
• Support the Director of Front Office Operations in meetings and provide recaps, recommendations, and follow-up support.
• Assist with strategic planning through project coordination, data analysis, and operational execution.
• Ensure visibility into department priorities, progress, outcomes, and areas requiring attention.

Benefits

• Eligibility for a full benefits package beginning within the first month of employment.
• Generous paid time off plans.
• Paid holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed