Clinic Operations Administrator

About the role

The Clinic Operations Administrator provides administrative oversight for clinic operations across assigned service delivery sites to promote timely access, consistent workflows, regulatory compliance, service quality, and effective coordination among senior management, program leadership, and Office Managers.

Responsibilities

• Supports and promotes the mission of the Agency: Foothill Family empowers children and families on their journey to achieve personal success.
• Provides administrative oversight of clinic operations across assigned service delivery sites to promote timely access, consistent workflows, service quality, safety, and compliance with organizational standards.
• Supervises, coaches, and supports Office Managers in implementing front-office procedures, staffing expectations, service standards, and administrative workflows.
• Promotes standardized practices across service delivery sites by partnering with senior management, clinical leadership, Office Managers, administrative teams, and external partners to identify operational barriers, strengthen communication, resolve concerns, and support quality improvement.
• Maintains operational performance indicators, including access, utilization, referral trends, appointment patterns, service capacity, staff productivity, client satisfaction, and other key metrics that support service delivery and quality improvement.
• Manages program department data management activities, including data collection, validation, analysis, dashboard updates, and reporting on operational, service, productivity, utilization, referral, client satisfaction, and quality improvement data.
• Works with the Agency Information Systems Team to develop, refine, and maintain reports, dashboards, and data tools that support operational analysis, quality improvement, compliance monitoring, and management decision-making.
• Trains and supports staff in accurate data entry, data quality expectations, reporting processes, and the use of operational data to inform service delivery and performance improvement.
• Analyzes program operations and service data to identify trends, gaps, themes, and opportunities to strengthen systems, workflows, outcomes, and agency impact.
• Recommends and supports implementation of process improvements, operational tools, enhanced reports, and corrective action plans to improve workflow consistency, service quality, compliance, and operational effectiveness.
• Supports assessment, planning, and stakeholder communication activities by compiling, organizing, and reporting data related to community needs, service utilization, client outcomes, service impact, and departmental performance.
• Prepares and maintains data-informed reports, summaries, and publications for internal and external stakeholders, working with the Marketing Department where appropriate.
• Oversees systems for supplies, equipment, facility readiness, safety, emergency preparedness, infection control, budget monitoring, invoice review, billing workflows, expense tracking, resource planning, and operational audits in collaboration with Office Managers and program leadership.
• Provides care or services to minors or comes into contact with minors as part of their job duties.
• Performs work in a safe manner at all times and ensures that other individuals do not put themselves or others at risk.
• Follows all policies, procedures and legal mandates related to HIPAA and maintenance of client files.
• Ensures performance and behaviors support the Agency’s performance quality improvement (PQI) goals and objectives.
• Reports to work on time and maintains reliable and regular attendance.

Requirements

• Bachelor’s degree in business administration, public administration, health administration, data analytics, information systems, public health, social work, human services, or related field required; master’s degree preferred.
• Minimum of 3 to 5 years of progressively responsible experience in clinic operations, program administration, nonprofit human services, or related operational management required.
• Experience supervising, coaching, or providing operational direction to administrative staff, Office Managers, or front-office teams strongly preferred.
• Demonstrated ability to manage clinic or program operations, standardize workflows, support service quality, and coordinate effectively with clinical, administrative, leadership, systems, vendor, and external partner teams.
• Strong experience with data collection, validation, analysis, dashboards, reporting, performance metrics, and use of operational data to support quality improvement and decision-making.
• Knowledge of electronic health records, reporting systems, spreadsheets, databases, compliance monitoring, corrective action planning, and continuous quality improvement practices.
• Strong written and verbal communication skills, including the ability to explain operational, technical, and compliance-related information clearly to internal and external stakeholders.
• Ability to maintain confidentiality and comply with applicable policies, procedures, legal mandates, HIPAA requirements, and protected health information standards.

Qualifications

• Must not appear on any federal, state, or other applicable sanctions, exclusion, or debarment lists that would prohibit or restrict employment with an agency receiving federal or state health care funding.
• Requires regular and reliable driving throughout Los Angeles County.
• Valid CA Driver’s License and maintains insurability on the Agency’s auto liability policy (including a minimum of 2 years driving experience) and maintains the California state required auto insurance liability limits.