Operations Specialist

Greater Baden Medical Services, Inc.•Brandywine, MD

30d•Hybrid

About The Position

The Operations Specialist is a dynamic, entry-level role designed for a motivated self-starter looking to build a career in healthcare administration and community health center operations. Working under the guidance of the Chief Operating Officer (COO) and the Director of Patient Services, this position provides critical coordination, logistical, and administrative support to execute key operational initiatives across all Greater Baden Medical Services (GBMS) clinic sites. The ideal candidate is highly accountable, dependable, and meticulously detail-oriented, with a natural ability to collaborate across multidisciplinary teams. This role offers an opportunity to learn the inner workings of a Federally Qualified Health Center (FQHC), master patient service workflows, maintain material readiness via organization-wide inventory management, and directly support executive leadership in driving operational excellence, seamless multi-site coordination, and the deployment of impactful staff training programs.

Requirements

Bachelor’s degree in Healthcare Administration, Public Health, Business Administration, Supply Chain Management, or a related field preferred; or an equivalent combination of education and professional experience.
1–3 years of experience in a professional office, supply logistics, customer service, or health care setting.
Prior experience or internships within a community health center, non-profit, or medical office area strong plus.
Must be able to travel between various GBMS health center locations to monitor inventory and support site operations.
Strong foundational skills in the Microsoft Office Suite (Word, Excel, PowerPoint).
Excellent verbal and written communication skills, with the ability to interact professionally with executive leadership, site managers, vendors, and frontline staff.
Basic comfort or strong interest in public speaking, presenting, or guiding small groups through operational and supply tracking processes.
Ability to read, interpret, and communicate written and verbal instructions effectively with employees, candidates, and stakeholders.
Must comply with Greater Baden Medical Services policies, compliance standards, and Code of Conduct.
Must be able to travel between GBMS locations as needed.

Nice To Haves

Strong familiarity with Excel for data tracking, inventory checklists, and logs is highly desirable.
Prior experience or internships within a community health center, non-profit, or medical office area strong plus.

Responsibilities

Assist the COO and Director of Patient Services in rolling out enterprise-wide operational initiatives, tracking milestone progress, and ensuring consistent implementation across all clinical sites.
Help monitor compliance with standard operating procedures (SOPs) across clinics, identifying operational bottlenecks or resource gaps to present to leadership.
Assist in managing, tracking, and auditing operational and administrative inventory and supplies across all GBMS health center sites.
Assist leadership in compiling orders, communicating with medical and office supply vendors, tracking shipments, and reconciling delivery invoices against received stock.
Help establish and maintain clean, organized, and standardized supply storage systems at each site to minimize waste and streamline staff access.
Work closely with the COO and Director of Patient Services to plan, schedule, and coordinate logistics for organization-wide training initiatives.
Assist drafting, formatting, and updating training manuals, standard operating procedure (SOP) guides, and visual presentation materials for front-office and support staff.
Maintain centralized records of staff training attendance, completion rates, and feedback surveys to ensure organizational alignment and compliance.
Support the Director of Patient Services in reviewing and refining front-desk workflows, patient scheduling patterns, call center metrics, and registration processes to improve the overall patient experience.
Assist in organizing and distributing operational tools, checklists, and rapid-reference materials utilized by front-office and patient service staff.
Coordinate logistics, prepare agendas, and document detailed action items for cross-site operational meetings, ensuring leadership updates are clearly communicated and tracked.
Gather, compile, and organize routine operational data—such as supply utilization rates, patient wait times, no-show rates, and appointment availability metrics—into clear tracking sheets for leadership review.