Operations Associate

Hospital for Special Surgery•New York, NY

About The Position

The Operations Associate supports outpatient nursing and business operations at Hospital for Special Surgery. The role represents ambulatory operations in multidisciplinary working groups and contributes to strategic planning, including clinic expansions, renovations, and construction-related adjustments. The associate identifies improvement opportunities using operational reports and patient, physician, and employee feedback, then initiates workplans to address identified gaps. The position oversees clinical staff timekeeping and attendance tracking in Kronos, processes purchase orders and invoices, conducts staffing analyses, prepares workforce documentation, and tracks departmental compliance with performance appraisals, competencies, and training. It also assists with annual operating and capital budgets and supports business planning for new programs and service moves. The Operations Associate manages projects and improvement initiatives from planning through completion, coordinating stakeholders, tracking deliverables, addressing barriers, and supporting change management. The role works with administrators, clinicians, and IT teams on workflow improvements and system upgrades, including EPIC optimizations and reporting enhancements. It uses Excel, EPIC reports, and Tableau to analyze data, validate information, run reports, and provide operational insights. The stated shift is 9:00 a.m. to 5:00 p.m.

Requirements

Bachelor’s degree required; Healthcare Administration, Business, or a related field preferred.
At least five years of experience in healthcare operations, consulting, physician practice management, and/or healthcare IT.
EPIC experience required.
Proficiency in Microsoft Excel, Tableau, and EPIC reporting tools for data analysis and process optimization.
Experience leading or supporting process improvement initiatives.
Outstanding oral, written, and presentation skills, with the ability to communicate effectively across organizational levels.
Strong interpersonal skills and ability to collaborate in high-functioning, cross-disciplinary teams in a matrixed environment.
Ability to synthesize information from multiple sources and present findings clearly and in an organized manner.
Exceptional attention to detail and ability to manage multiple priorities in a fast-paced, dynamic setting.
Strong problem-solving abilities and a proactive approach to operational challenges.
Results-oriented, strategic thinker with a passion for problem solving.

Nice To Haves

Master’s degree preferred.
EPIC certification preferred.
Bachelor’s degree in Healthcare Administration, Business, or a related field preferred.

Responsibilities

Represent ambulatory operations in multidisciplinary working groups and contribute to strategic planning for clinic expansions, facility renovations, and construction-related adjustments.
Identify operational improvement opportunities using reports, patient satisfaction surveys, physician experience surveys, and employee engagement data; initiate workplans to address gaps.
Oversee clinical staff timekeeping and attendance tracking in Kronos, including reports on lateness, attendance trends, and punch audits.
Process purchase orders and invoices for medical and office supplies, ensuring timely procurement and accurate financial tracking.
Perform routine and ad hoc staffing analyses and prepare documentation for position justifications, position requisitions, and personnel change forms.
Track departmental compliance with mandatory performance appraisals, annual competencies, and training requirements.
Assist with developing, reviewing, and monitoring the annual enterprise operational and capital budget in coordination with leadership and finance teams.
Support leadership in business planning for new programs and service moves to ensure operational readiness.
Manage projects and initiatives from planning through completion, ensuring timelines, deliverables, and objectives are met.
Track project progress, coordinate cross-functional stakeholders, identify barriers, and address issues to support execution.
Support improvement initiatives using data and workflow analysis to enhance clinical efficiency, patient care delivery, and operational effectiveness.
Collaborate with administrators, clinicians, and IT teams on process improvements and system upgrades, including EPIC optimizations and reporting enhancements.
Use Microsoft Excel, EPIC reports, and Tableau to analyze data and generate operational insights for decision-making and performance evaluation.
Participate in change management for policy updates, technology implementations, and workflow changes within outpatient nursing.
Translate meeting discussions into clear action items, follow up with stakeholders, and support adherence to deadlines.
Assist with data validation and report generation.