Operations Coordinator
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. The coordinator assists with data collection, documentation, and tracking projects to support performance monitoring and process improvement. The role also helps identify bottlenecks, implement efficiency solutions, and ensure departmental operations align with established policies, compliance standards, and organizational goals. The position supports operations across medical, dental, behavioral health, pharmacy, vision, and administrative areas. It includes administrative, reporting, compliance-readiness, facilities, vendor, procurement, inventory, and communication support, as well as assistance with Uniform Data System reporting and data collection. The coordinator reports directly to the Operations Manager and performs other duties as 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, and 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 departments to promote efficient workflows.
- Assist with implementing and maintaining standardized workflows that 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 in accordance with 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 regulations and standards.
- Gather, organize, and analyze data related to department performance, quality metrics, and resource utilization for management reporting.
- Support development, documentation, and communication of operational policies, procedures, and process improvements.
- Identify operational improvement opportunities using data analysis and staff feedback, contributing to continuous improvement and organizational excellence.
- Coordinate with department leads to promote consistent application of procedures and efficient cross-departmental operations.
- Conduct routine workflow and process checks, identify inefficiencies, and communicate improvement recommendations to leadership.
- Assist with preparing 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 related to HRSA, FQHC, and other regulatory standards.
- Support property and facility management, including tracking maintenance requests, communicating with vendors, and monitoring lease-related documentation.
- Assist with vendor coordination, procurement, and inventory tracking to support timely delivery of supplies and services.
- Participate in professional development activities and share relevant updates or process improvement ideas with the operations team.
- Support the Uniform Data System (UDS) reporting process and assist with data collection for compliance reporting.
- Adhere to HIPAA and other relevant laws to protect patient privacy and confidentiality in all communications.
- Perform other duties as assigned by executive leadership and administration.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
