Operations Coordinator

St. Joseph's Villa is currently recruiting a Full‑Time Operations Coordinator to join our Community Based Service, Day Support and Outpatient Behavioral Treatment team. Under the supervision of the Senior Director, the Operations Coordinator provides essential administrative and operational support to St. Joseph’s Villa’s Community Based Programs. This role is critical to ensuring smooth daily operations, coordinating systems, and supporting a collaborative, person‑centered service environment. The Operations Coordinator plays a key role in tracking data, organizing resources, enhancing communication, and supporting compliance with licensing and accreditation standards. All responsibilities are carried out in accordance with the Villa’s mission, values, and guiding principles, and in partnership with other agency services.

Responsibilities

• Participates with other personnel as an active member of a team.
• Uses a variety of data collection tools (interviews, reports, surveys, licensing and accreditation requirements, record reviews, etc.) to determine needs within the service for supplies, equipment, training, and other services.
• Effectively communicates information across services and functions.
• Compiles, organizes, and formats data; analyzes trends for regular and ad‑hoc reports for the service, boards, committees, CEO, and COO.
• Prepares material for reports to internal and external resources.
• Inspects facilities periodically and reports conditions requiring change (safety, aesthetics, health, cleanliness, etc.).
• Recommends environmental changes and, upon Senior Director approval, coordinates with vendors or internal resources to implement them.
• May represent the service at regulatory, licensing, human rights, or funding meetings and supports licensing/accreditation efforts.
• Provides logistical support for meetings, conferences, tours, and other events, including scheduling space, arranging catering, and renting equipment.
• Monitors expenses, codes bills, and manages budgeting issues as assigned.
• Collaborates with other agency staff to ensure completion of assigned projects.
• Advises management of concerns affecting client care, safety, health, or program licensing/accreditation.
• Evaluates work processes and submits recommendations for continuous quality improvement.
• Attends scheduled training programs for professional development, including required regulatory and accrediting body trainings.
• May supervise volunteers and/or interns assigned to the service.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of office management and project management procedures.
• Ability to maintain supportive and effective working relationships with diverse groups.
• Ability to work effectively in a collaborative, shared‑leadership environment.
• Ability to manage multiple projects and priorities simultaneously.
• Ability to respond effectively to unique situations with general direction.
• Ability to work with confidential information.
• Excellent organization and written and oral communication skills.
• Ability to perform basic statistical calculations.
• Proficiency in using proprietary software.
• Professional and courteous work demeanor.
• Sound judgment.

Qualifications

• Associate’s degree in business or a related field required; Bachelor’s degree preferred.
• At least one year of experience providing administrative or program support; customer service experience a plus.
• Experience with insurance and Medicaid billing, chart compliance, filing, and organization.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with database or proprietary software preferred.
• Strong organizational, communication, and time‑management skills.
• Ability to manage multiple priorities and work independently in a fast‑paced, mission‑driven environment.
• Valid Virginia driver’s license with a good driving record.

Schedule

Monday – Friday, 8:30 am – 4:30 pm

Pay

Salary range: $46,000 – $51,000 (approximately $22.11 – $24.52 per hour). Position is non‑exempt under the FLSA.