Operations Assistant

American Family Care West Haven•West Haven, CT

About The Position

The Operations Assistant supports the daily administrative needs of AFC Urgent Care’s West Haven and Stamford locations, working closely with the Director of Operations and Lead Clinical Assistant. This is a support role with shared responsibilities, training, and ongoing guidance. The employee helps keep schedules, records, and routine tasks organized, follows up on assigned items, and communicates when assistance or approval is needed. Priorities and workload are coordinated with the Director of Operations. Responsibilities include supporting staff and provider scheduling; assisting with onboarding and employee records; reviewing timecards and preparing payroll materials for leadership review; assisting with occupational medicine accounts and routine requests; supporting invoice, billing, and vendor tasks; and providing general administrative support. Final payroll review and approval, payment approvals, contract decisions, and complex billing concerns remain with authorized leadership. The employee is expected to complete assigned tasks accurately and within agreed deadlines, maintain organized records, communicate concerns promptly, collaborate with clinic leadership, and protect confidential patient, employee, payroll, and business information. Additional responsibilities and advancement may be discussed as the employee gains experience, based on performance and clinic needs. Related administrative duties may be assigned according to clinic needs, training, and experience. Flexible work-from-home options are available.

Requirements

Organized, dependable, and attentive to detail.
Professional communication and consistent follow-through.
Comfortable with email, spreadsheets, and basic office software.
Willing to learn Monday.com, payroll software, and clinic systems.
Able to follow instructions, ask questions, and communicate when help is needed.

Nice To Haves

Administrative, medical office, or scheduling experience is helpful.

Responsibilities

Collect staff and provider availability and time-off requests.
Assist with preparing monthly schedules for leadership approval.
Help identify coverage gaps and contact team members about available shifts as directed.
Update approved schedules and communicate changes.
Collect new-hire documents and maintain onboarding checklists.
Help coordinate payroll setup, system access, orientation, and training with clinic leadership.
Follow up on missing paperwork and policy acknowledgments.
Maintain employee records and send reminders about expiring licenses, certifications, and required training.
Assist with reviewing timecards and identifying missing punches or discrepancies.
Follow up with employees about timecard corrections.
Enter approved information and prepare documents for payroll review.
Refer pay questions and sensitive concerns to the Director of Operations.
Assist with employer account setup using approved pricing and service instructions.
Maintain employer contacts, account information, and service requirements.
Help coordinate routine occupational medicine requests, paperwork, appointments, and follow-up.
Bring questions requiring decisions or additional support to clinic leadership.
Assist with reviewing laboratory invoices and flagging possible errors.
Follow up on assigned billing questions and corrections with guidance.
Organize invoices, update the bill calendar, and prepare documents for payment approval.
Submit routine vendor support requests and track updates.
Keep assigned tasks, checklists, and deadlines updated in Monday.com.
Work with the Lead Clinical Assistant to support routine clinic needs.
Organize records, update existing forms, and gather requested documents.
Assist with clinic projects and new processes as directed.
Provide brief updates on completed work, outstanding items, and questions.
Protect confidential patient, employee, payroll, and business information.
Complete assigned tasks accurately and within agreed deadlines, maintain organized records, communicate concerns promptly, and work collaboratively with clinic leadership.
Perform related administrative tasks assigned based on clinic needs, training, and experience.