Operations Licensing, Registration, and Certification Coordinator

About the Role

The Operations Licensing, Registration, and Certification Coordinator proactively supports coordination and maintenance to comply with timely enrollments and renewal processes for all governmental payor programs and regulatory agencies. This ensures uninterrupted business operations and continued delivery of services.

Schedule

Onsite presence – Monday through Friday, 8:00 a.m. – 5:00 p.m. Flexible, including evenings and weekends based on operational needs.

Responsibilities

• Ensure all current licenses, certifications, and program registrations remain active through proactive management, early registration, and immediate notification to supervisors when issues arise, with diligent follow-up through resolution.
• Facilitate earliest licensing, certifications, and program registration for new locations, services, programs, relocations, and organizational changes.
• Keep supervisors updated on the status of all licenses, certifications, permits, and program registrations, including any arising issues.
• Ensure weekly meetings with supervisors are consistently held and reports are presented on the status of all licenses, certifications, and program registrations, upcoming renewals, interventions, and recommendations.
• Maintain a comprehensive inventory of all organizational licenses, certifications, registrations, permits, and program requirements.
• Proactively monitor renewal deadlines and initiate processes well in advance of expiration to prevent lapses or disruptions in services.
• Track application and renewal progress, outstanding documentation, agency communications, fees, inspections, corrective actions, and approvals.
• Coordinate with inter-departments to obtain required documentation and complete regulatory requirements.
• Monitor regulatory and program communications for changes that may impact organizational requirements and communicate updates to appropriate stakeholders.
• Prepare periodic status reports for leadership identifying upcoming expirations, pending renewals, outstanding requirements, and potential compliance risks.
• Develop and maintain standardized trackers, checklists, workflows, and reminder systems to improve regulatory compliance and prevent missed deadlines.
• Maintain organized, current, and audit-ready records of licenses, certifications, applications, correspondence, approvals, and renewals.
• Support regulatory surveys, inspections, audits, and program reviews by ensuring required documentation is current and readily accessible.
• Perform other duties as assigned by the Operations Director.

Payor Programs & Regulatory Agencies

• Federal: Medicare, CLIA, NPPES NPI Registry, Federal Processing Registry (SAM)
• State: Medicaid/Medi-Cal, CDPH (Facility, CLIA, Medical Waste Management), Board of Pharmacy
• Local: Business Tax License, DBA/Fictitious Business Name, other applicable local requirements
• Programs & Services: CPSP, FamPACT, VFC/VFA

Requirements

• Bachelor’s degree in healthcare administration, business administration, public health, compliance, or related field.
• Experience in healthcare licensing, regulatory compliance, credentialing, program coordination, or healthcare administration preferred.
• Experience with an FQHC, community health center, medical group, or similarly regulated healthcare organization preferred.
• Commitment to goals and philosophy of Northeast Community Clinic.
• Valid State Identification.

Skills

• Proficiency in Microsoft Office/Word/Excel/Outlook/PowerPoint.
• Excellent communication skills.
• Excellent customer service skills.
• Ability to work as a team player and independently.
• Reliable transportation (10% travel outside the local area required).

Physical Requirements and Working Conditions

• OSHA Category 3 – Involves no regular exposure to blood, body fluids, or tissues.
• The work is mostly sedentary but requires regular communication, repetitive motions, movement, and the ability to remain stationary.
• Regularly push, pull, and lift up to 20 pounds; occasionally push, pull, and lift up to 40 pounds.
• Must possess mobility to work in standard office and clinic settings, use standard office/clinic equipment, and maintain attention to detail despite interruptions.
• Ability to read printed materials, use a computer, and communicate in person and over the telephone.