Operations Coordinator

California Academy of Family Physicians • Sacramento, CA

11d • Onsite

About The Position

The Operations Coordinator provides direct administrative support to the Chief Executive Officer and helps ensure the smooth day-to-day operations of CAFP’s office and administrative functions. The position manages CEO scheduling and coordination, supports meetings and organizational logistics, oversees routine office operations and vendors, and provides administrative support for day-to-day financial processes. Working across the organization, the Operations Coordinator serves as a central point of support for the CEO and staff and helps maintain organized, efficient, and responsive internal operations.

California Academy of Family Physicians (CAFP) is a nonprofit membership association with 11,000 family physician and medical student members across California. Its mission is to empower, educate, and connect current and future family physicians to improve the health of all Californians. CAFP advocates for family physicians, supports them in practice with educational products and services, and fosters community among physicians. The organization values diverse perspectives and experience and supports professional development. Its strategic directives include advancing payment reform and system transformation; developing and diversifying the family medicine workforce; championing public health, health equity, and evidence-based medicine; and supporting member wellness and joy in medicine.

This is a part-time, non-exempt position anticipated to work 20–30 hours per week, based in person at CAFP’s Sacramento office. The weekly schedule will be established collaboratively with the selected candidate, with flexibility to accommodate personal commitments while maintaining consistent, regularly scheduled hours. Compensation is $40–$50 per hour, depending on experience and qualifications. Part-time employees are eligible for paid vacation, paid holidays, and paid sick leave under CAFP personnel policies; vacation and holiday benefits are prorated based on scheduled hours relative to a 40-hour workweek. The position is not eligible for employer-sponsored health insurance. Eligibility for other benefits is governed by applicable benefit plan documents and personnel policies.

CAFP is committed to fostering and preserving a culture of inclusion, diversity, and equality, and welcomes applicants without regard to legally protected status. Interested candidates should email a resume to [email protected] with a brief introduction describing relevant experience and interest in the position; a formal cover letter is not required.

Requirements

• Bachelor’s degree or an equivalent combination of education and relevant professional experience.
• At least 3 years of relevant experience in executive support, office administration, operations, finance administration, or a comparable role.
• Strong organizational and project coordination skills, including the ability to manage multiple priorities, deadlines, and recurring responsibilities with attention to detail.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, and comfort learning and working across cloud-based administrative and financial systems.
• Excellent written and verbal communication skills and strong professional judgment.
• Strong interpersonal skills and the ability to work effectively with staff, leadership, Board members, vendors, and external partners.
• Ability to work independently, anticipate needs, take initiative, and follow tasks through to completion.
• Ability to maintain confidentiality and appropriately handle sensitive executive, personnel, and financial information.
• Commitment to the mission of supporting family physicians and advancing health equity and access to care throughout California.

Nice To Haves

• Experience providing administrative support to senior leadership, including calendar management, scheduling, meeting coordination, and handling confidential information.
• Experience supporting basic financial processes such as accounts payable, accounts receivable, expense management, invoicing, or financial recordkeeping.
• Experience with QuickBooks, Bill.com, Expensify, or similar financial systems; these tools are preferred but not required.

Responsibilities

• Oversee day-to-day office operations and help maintain an organized, functional, and welcoming workplace.
• Coordinate office vendors and services, including building maintenance, cleaning, technology support, and other service providers.
• Maintain office supplies, equipment, furniture, and other workplace needs, including coordinating supplies and setup for new employees.
• Coordinate incoming and outgoing mail, deliveries, and routine office correspondence.
• Support logistics for staff meetings, Board meetings, organizational events, lunches, celebrations, and other activities.
• Maintain organizational calendars, administrative records, contact lists, and other internal resources as assigned.
• Assist with staff onboarding and offboarding logistics in coordination with the organization’s HR lead.
• Serve as a resource for staff regarding routine office and administrative needs and help identify and resolve day-to-day operational issues.
• Manage the CEO’s calendar, schedule meetings, coordinate appointments, and help track priorities and follow-up items.
• Coordinate CEO travel arrangements and prepare itineraries and related materials.
• Coordinate internal and external meetings, including scheduling, preparing materials, supporting logistics, taking notes as needed, and tracking follow-up items.
• Assist with Board and committee on-site meeting logistics.
• Serve as a point of contact for routine scheduling and administrative communications involving the CEO.
• Support special projects and other administrative needs of the CEO and organization as assigned.
• Support accounts payable processes, including collecting documentation, entering invoices for payment, maintaining vendor information, and assisting with payment processing.
• Support accounts receivable processes, including preparing and sending invoices, recording incoming payments, and assisting with routine follow-up on outstanding receivables.
• Receive, log, and deposit checks and maintain related documentation.
• Administer routine credit card and expense-management processes, including monitoring receipt and coding completion and following up with staff as needed.
• Maintain organized financial records and supporting documentation.
• Assist with routine banking and credit card administration as directed.
• Compile and organize documents and supporting materials for monthly close, audit, tax, and other financial reporting processes.
• Provide administrative support for other routine finance processes as assigned.

Benefits

• Paid vacation, prorated according to regularly scheduled hours relative to a 40-hour workweek.
• Paid holidays, prorated according to regularly scheduled hours relative to a 40-hour workweek.
• Paid sick leave in accordance with CAFP personnel policies.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level