Operations Specialist

Alteva RCM•New York, NY

8d•$100,000 - $125,000

About The Position

The Operations Specialist serves as a key operational partner to the Director of Operations, helping drive organizational efficiency, process improvement, and execution across operational functions. This role combines project coordination, operational analysis, process management, and executive support to ensure strategic initiatives, departmental priorities, and day-to-day operations are executed effectively. The position plays a critical role in monitoring operational performance, maintaining process consistency, supporting cross-functional collaboration, and advancing continuous improvement initiatives throughout the organization. The ideal candidate is a highly organized, resourceful self-starter who thrives in a fast-paced environment, exercises sound judgment, and operates with a high degree of ownership and autonomy. They proactively anticipate business needs, communicate effectively, manage competing priorities, and know when to escalate issues appropriately.

Requirements

Bachelor's degree or equivalent professional experience.
3–5 years supporting operations, executive leadership, project coordination, or business administration.
Exceptional organizational, planning, communication, and time-management skills.
Demonstrated ability to work independently, exercise sound judgment, and deliver results with minimal supervision.
Proficiency with Microsoft Office Suite, Outlook, Teams, and SharePoint.

Nice To Haves

Healthcare, revenue cycle management, or professional services experience preferred.

Responsibilities

Partner with the Director of Operations to manage priorities, coordinate initiatives, and support day-to-day execution.
Maintain visibility across operational priorities, strategic initiatives, project timelines, and key deliverables.
Provide operational and administrative support, enabling leadership to focus on strategic decision-making.
Coordinate and support operational initiatives across revenue cycle functions including billing, coding, and A/R follow-up, and client service operations to improve efficiency, scalability, quality, and profitability.
Assist leadership in tracking implementation of client-specific operational initiatives and service improvements.
Support documentation and communication of operational best practices across departments.
Manage executive calendars, scheduling, and meeting logistics.
Manage the Director of Operations' inbox by prioritizing communications, drafting responses, and ensuring timely follow-up.
Monitor executive communications and prioritize urgent requests while exercising sound judgment.
Prepare agendas, presentations, reports, and executive materials.
Capture meeting notes, decisions, and action items while driving follow-through.
Coordinate multiple cross-functional projects, ensuring timelines, milestones, and deliverables remain on track.
Develop and maintain project plans, trackers, dashboards, and status reports.
Identify risks, remove obstacles, coordinate stakeholders, and drive projects from initiation through completion with minimal supervision.
Ensure action items are assigned, tracked, and completed on schedule.
Serve as the primary liaison between the Director of Operations and cross-functional teams.
Communicate priorities, project updates, and deadlines clearly and professionally.
Build collaborative relationships while maintaining professionalism and confidentiality.
Partner with leadership to identify bottlenecks and implement process improvements that enhance organizational performance.
Monitor departmental KPIs, operational metrics, and performance trends, providing reporting and insights to support leadership decision-making.
Track operational priorities, identify risks, workflow gaps, and performance concerns, and escalate issues as appropriate.
Partner with department leaders to standardize processes, improve workflow efficiency, and ensure adherence to established procedures and best practices.
Coordinate implementation of operational initiatives and process improvements that enhance efficiency, quality, consistency, scalability, and organizational performance.
Assist in resource planning, workload management, and operational capacity assessments to support business needs and growth objectives.
Support operational audits, quality assurance activities, and data validation efforts to ensure accuracy, compliance, and service excellence.
Maintain operational documentation, including SOPs, workflows, process maps, and reporting standards, ensuring version control and organizational consistency.
Maintain oversight of operational systems, tools, and reporting processes to ensure reliable data, effective workflows, and continuous operational improvement.