Program Operations Coordinator

About the role

The Clinic Coordinator will be involved in many facets of the center operations including day-to-day staff and services management, recruitment, scheduling, customer service, reporting, and general administrative tasks in support of the Center's operations. They maintain accurate records related to the staffing and delivery of service for each case, assist in the creation, maintenance, and management of a master schedule, and ensure adequate staffing of clinical cases according to the budgeted hours per client as authorized by the client's insurer. The Clinic Coordinator supports HR, Operations, and the Clinical department, acting as a reliable source of information to staff, clients, peers, and management. They serve as the liaison between administrative and clinical staff and act as the primary point of contact regarding case assignment and staff availability. Additional duties may be assigned based on the needs of the company.

Responsibilities

• Manage day-to-day staff and services operations.
• Handle recruitment, scheduling, and customer service.
• Maintain accurate records for staffing and service delivery.
• Create, maintain, and manage a master schedule for clinical cases.
• Ensure adequate staffing according to budgeted hours authorized by insurers.
• Support HR, Operations, and Clinical departments.
• Act as a liaison between administrative and clinical staff.
• Serve as the primary point of contact for case assignment and staff availability.
• Perform additional duties as assigned.

Qualifications

• Bachelor's Degree or equivalent work experience.
• Bachelor's degree in Marketing, Business Administration, or Healthcare Management preferred.
• 5 years of management experience in a professional environment, preferably in medical, behavioral health, PT, OT office, or similar operation.
• Experience building and retaining customers.
• 5 to 7 years of experience managing and developing staff preferred.
• Prior Practice Managers and Retail Managers are encouraged to apply.

Skills & Abilities

• Strong rapport-building skills and ability to manage staff.
• Sense of urgency.
• Ability to work independently towards assigned goals.
• Excellent time management and organization skills.
• Ability to manage multiple tasks, prioritize, and meet deadlines.
• Attention to detail.
• Ability to administer processes across the center consistently.
• Superb communication skills.
• Ability to listen and communicate well with management, staff, and families/clients.
• Professional appearance and presentation.

Computer Skills

• Proficient in Microsoft Office applications including Word, Excel, and PowerPoint.
• Proficiency in using email and Outlook.
• Ability to keep accurate records, work in databases, use Excel, and track processes accurately.

Working Conditions

• Exposure to constant or intermittent sounds sufficient to cause distraction.
• Considerable stress may occur due to the pressure of meeting service requirements.
• Hours of work: 7:30 AM to 5:00 PM; must fulfill the duties of the position regardless of hours worked. May vary depending on recruitment projects.
• Performing duties on a full-time basis is an essential function of this position.
• Must have the ability to read and respond to emails and accept calls outside of work hours.

Benefits

• Medical, Dental, and Vision Insurance through United Healthcare.
• Paid Time-Off, including Vacation, Sick, and 8 Paid Holidays.
• Long-Term Disability and Life Insurance.
• 401k with a 6% match and a two-year vesting schedule.
• Weekly pay each Thursday.