Operations Coordinator

Serve the People•Santa Ana, CA

18d

About The Position

The Operations Coordinator plays a tactical, hands-on role supporting daily administrative activities under the direct supervision of the Operations Manager. The position executes operational tasks, maintains efficient workflows, and supports smooth cross-departmental processes. It assists with data collection, documentation, and project tracking to support performance monitoring and process improvement. The coordinator helps identify bottlenecks and implement efficiency solutions while ensuring departmental operations align with organizational policies, compliance standards, and goals. The role supports operations across medical, dental, behavioral health, pharmacy, vision, and administrative areas. It also provides administrative and logistical support for projects, meetings, trainings, events, audits, inspections, reporting, facilities, vendors, procurement, and inventory. The coordinator helps maintain regulatory compliance, patient privacy, organized records, and effective communication among departments and leadership. Other duties may be assigned by executive leadership and administration.

Requirements

2–4 years of experience in healthcare operations, practice administration, or related administrative support roles.
Strong computer skills, including advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Proficiency with electronic health record (EHR) systems and ability to learn new software platforms.
Working knowledge of healthcare compliance requirements, regulatory standards, and quality improvement processes.
Excellent organizational, communication, and interpersonal skills, with the ability to work effectively across diverse teams.
Demonstrated initiative, adaptability, and problem-solving skills in support of operational efficiency and service excellence.

Nice To Haves

Bachelor’s degree in Healthcare Administration, Business Administration, Public Health, or a related field preferred.
Prior experience in an FQHC or community health setting is highly desirable.
Spanish speaking preferred.

Responsibilities

Support daily operational activities across medical, dental, behavioral health, pharmacy, vision, and administrative areas.
Assist in implementing and maintaining standardized workflows to improve productivity, service quality, and compliance.
Track operational projects and initiatives to support timely completion and alignment with organizational goals.
Help monitor departmental budgets and expenditures and prepare summaries or variance reports for review by the Operations Manager or COO.
Provide administrative support in addressing and documenting patient complaints and grievances according to organizational policy.
Coordinate logistics for meetings, trainings, and organizational events, including scheduling, catering, materials preparation, and facility setup.
Maintain organized records, databases, and documentation to support operational continuity and compliance.
Assist with adherence to FQHC, HRSA, FTCA, HIPAA, OSHA, and Medi-Cal/Medicare requirements and standards.
Gather, organize, and analyze data on department performance, quality metrics, and resource utilization for management reporting.
Support the development, documentation, and communication of operational policies, procedures, and process improvements.
Identify operational improvement opportunities through data analysis and staff feedback and contribute to continuous improvement.
Coordinate with department leads to support consistent procedures and efficient cross-departmental operations.
Conduct routine workflow and process checks, identify inefficiencies, and communicate recommendations to leadership.
Assist with reports, presentations, and documentation for leadership and board review.
Facilitate cross-departmental communication by scheduling meetings, maintaining shared calendars, and tracking follow-up actions.
Provide logistical and administrative support for audits, inspections, and readiness activities.
Support property and facility management, including tracking maintenance requests, communicating with vendors, and monitoring lease documentation.
Assist with vendor coordination, procurement, and inventory tracking to support timely delivery of supplies and services.
Participate in professional development and share relevant updates or process improvement ideas with the operations team.
Support Uniform Data System (UDS) reporting and collect data for compliance reporting.
Follow HIPAA and other relevant laws to protect patient privacy and confidentiality in all communications.
Perform other duties as assigned by executive leadership and administration.