Operations Specialist

Position Summary

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.

Essential Duties & Responsibilities

• Cross-Site Coordination & Initiative Support:

  • Operational Execution: 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.
  • Standardization Support: Help monitor compliance with standard operating procedures (SOPs) across clinics, identifying operational bottlenecks or resource gaps to present to leadership.

• Inventory & Supply Chain Management:

  • Organization-Wide Tracking: Assist in managing, tracking, and auditing operational and administrative inventory and supplies across all GBMS health center sites.
  • Vendor & Order Support: Assist leadership in compiling orders, communicating with medical and office supply vendors, tracking shipments, and reconciling delivery invoices against received stock.
  • Storage Optimization: Help establish and maintain clean, organized, and standardized supply storage systems at each site to minimize waste and streamline staff access.

• Organizational Training & Development Support:

  • Training Coordination: Work closely with the COO and Director of Patient Services to plan, schedule, and coordinate logistics for organization-wide training initiatives.
  • Material Preparation: Assist in drafting, formatting, and updating training manuals, standard operating procedure (SOP) guides, and visual presentation materials for front-office and support staff.
  • Tracking & Compliance: Maintain centralized records of staff training attendance, completion rates, and feedback surveys to ensure organizational alignment and compliance.

• Patient Services & Front-End Support:

  • Workflow Optimization: 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.
  • Resource Development: Assist in organizing and distributing operational tools, checklists, and rapid-reference materials utilized by front-office and patient service staff.

• Project Administration & Data Tracking:

  • Meeting Management: Coordinate logistics, prepare agendas, and document detailed action items for cross-site operational meetings, ensuring leadership updates are clearly communicated and tracked.
  • Metric Reporting: 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.

Core Competencies & Personal Attributes

• Accountability & Dependability:

  • Takes high ownership of assigned tasks, meets deadlines consistently, and can be relied upon to follow through on complex instructions with minimal supervision.

• Detail & Organization:

  • Maintains a sharp eye for accuracy in asset tracking, inventory logs, training data, and documentation, ensuring minor operational oversights or shortages are caught and corrected early.

• Teamwork & Collaboration:

  • Buils strong, respectful working relationships quickly with a diverse workforce, thriving in a fast-paced, collaborative team environment.

• Proactive Self-Starter:

  • Possesses a high degree of curiosity, a strong desire to learn FQHC operations, and a proactive attitude toward solving problems and supporting colleagues.

Requirements And Qualifications

• Education & Experience:

  • Education: 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.
  • 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.

• Mobility:

  • Must be able to move between various GBMS health center locations to monitor inventory and support site operations.

• Technical & Communication Skills:

  • Software Proficiency: Strong foundational skills in the Microsoft Office Suite (Word, Excel, PowerPoint). Strong familiarity with Excel for data tracking, inventory checklists, and logs is highly desirable.
  • Communication: Excellent verbal and written communication skills, with the ability to interact professionally with executive leadership, site managers, vendors, and frontline staff.
  • Presentation Skills: Basic comfort or strong interest in public speaking, presenting, or guiding small groups through operational and supply tracking processes.