Operations Assistant

Jax Spine & Pain Centers•Jacksonville, FL

16h

About The Position

The Operations Assistant supports the organization’s daily operational and administrative functions to promote efficient workflows across clinical and administrative departments. The role involves coordinating scheduling configurations, maintaining operational systems, supporting IT and communication processes, generating reports, and assisting with patient scheduling. It requires professionalism, confidentiality, collaboration, strong organization, attention to detail, and the ability to manage competing priorities while supporting a culture of courtesy, compassion, respect, and service excellence. The Operations Assistant generates weekly and ad hoc operational reports, monitors metrics, maintains provider scheduling configurations, supports clinic scheduling workflows, and coordinates patient rescheduling after missed appointments. The position also administers operational system user profiles, coordinates with external IT vendors, tracks IT inventory, supports after-hours answering services and call-center operations, and provides general assistance to leadership and clinical departments. Travel between clinic locations may be required for urgent operational needs. The role requires a high school diploma or GED and at least two years of customer service experience. An associate degree in business administration, communications, or a related field is preferred. The position requires flexibility to work various shifts, including evenings, weekends, and holidays when operational needs require, reliable attendance, and communication of weekly task and project updates.

Requirements

High school diploma or GED.
At least two years of customer service experience.
Ability to comprehend established office routines and policies.
Strong problem-solving and decision-making abilities.
Strong oral and written communication skills.
Good interpersonal and organizational skills.
High attention to detail.
Ability to work under pressure and manage multiple tasks simultaneously.
Flexibility to work various shifts, including evenings, weekends, and holidays when operational needs require.
Ability to report to work reliably and on time for scheduled shifts.
Ability to travel between clinic locations when necessary.

Nice To Haves

Associate degree in business administration, communications, or a related field.

Responsibilities

Generate weekly and ad hoc reports for physicians, the call center, and other departments as requested.
Monitor operational metrics and help track call-center performance indicators and scheduling efficiency.
Provide call recordings and other operational documentation as requested by management.
Create and maintain provider schedule blocks and update physician work-hour configurations.
Assist with clinic scheduling workflows to optimize provider availability and patient access.
Coordinate rescheduling for patients who have missed appointments.
Set up and maintain user profiles for operational systems, including ECW, 8x8 phone systems, downloads, and navigation applications.
Coordinate with external IT vendors, such as Discovertec, to resolve system issues and minimize operational disruption.
Maintain and track IT inventory, including equipment assignments and device management.
Assist with configuring after-hours answering services and ensure messages are routed to the appropriate departments or providers.
Monitor call-center performance and adherence to organizational policies and service standards.
Provide general operational assistance to leadership and clinical departments as needed.
Travel to other clinic locations when required to assist with urgent operational needs.
Maintain accurate records and documentation related to operational activities.
Provide weekly updates on task completion, ongoing projects, and outstanding operational items.
Communicate proactively with managers and administration about workflow challenges and operational improvements.