Operations Specialist

Description

*** This is a Full Time (FT) In-Person Position, No Remote Work***

The Operations Specialist plays a tactical, hands-on role in supporting daily administrative activities under the direct supervision of the Operations Manager. This position focuses on executing specific operational tasks, maintaining efficient workflows, and ensuring that cross-departmental processes run smoothly. The Operations Specialist assists with data collection, documentation, and tracking of ongoing projects to support performance monitoring and process improvement initiatives. The Administrative Operations Coordinator helps identify bottlenecks, implements solutions to improve efficiency, and ensures that departmental operations align with established policies, compliance standards, and organizational goals. The following statements reflect key responsibilities necessary to describe the principal functions of the job and do not encompass all duties that may be inherent to the position.

• Support daily operational activities across departments including medical, dental, behavioral health, pharmacy, vision, and administrative areas to promote efficient workflows.
• Assist in implementing and maintaining standardized workflows to improve productivity, service quality, and compliance.
• Track progress of operational projects and initiatives to ensure timely completion and alignment with organizational goals.
• Help monitor departmental budgets and expenditures, preparing 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 in maintaining 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 the development, documentation, and communication of operational policies, procedures, and process improvements.
• Identify opportunities for operational improvement through data analysis and staff feedback, contributing to a culture of continuous improvement and organizational excellence.
• Coordinate with department leads to ensure consistent application of procedures and efficient cross-departmental operations.
• Conduct routine checks of workflows and processes; identify inefficiencies and communicate recommendations for improvement to leadership.
• Assist with preparation of 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 to ensure compliance with HRSA, FQHC, and other regulatory standards.
• Support property and facility management tasks, including tracking maintenance requests, communicating with vendors, and monitoring lease-related documentation.
• Assist with vendor coordination, procurement activities, and inventory tracking to ensure 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 regulations and other relevant laws to protect patient privacy and confidentiality in all communications.
• Perform other duties as assigned by the executive leadership and administration.

Requirements

Education, Certification, and Experience Requirements

• Bachelor’s degree in Healthcare Administration, Business Administration, Public Health, or a related field preferred.
• 2–4 years of experience in healthcare operations, practice administration, or related administrative support roles; prior experience in an FQHC or community health setting highly desirable.
• Strong computer skills, including advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Proficiency with electronic health record (EHR) systems and comfort learning 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.

Language Requirements

• Spanish speaking preferred