Operations Assistant

The Operations Assistant supports the daily operational and administrative functions of the organization to ensure efficient workflow across clinical and administrative departments. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities simultaneously. The Operations Assistant is responsible for coordinating scheduling configurations, maintaining operational systems, supporting IT and communication processes, generating operational reports, and assisting with patient scheduling needs.

The position requires a high level of professionalism, confidentiality, and collaboration while fostering a culture of courtesy, compassion, respect, and service excellence.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Operational Reporting & Data Management: Generate weekly and ad hoc reports for physicians, the call center, and other departments as requested. Monitor operational metrics and assist with tracking performance indicators for call center operations and scheduling efficiency.

Provide call recordings and other operational documentation as requested by management. Scheduling & Provider Support: Create and maintain provider schedule blocks and update physician work hour configurations as needed. Assist with managing clinic scheduling workflows to optimize provider availability and patient access.

Coordinate the rescheduling of patients who have missed appointments to maintain continuity of care. Systems & Technology Administration: Set up and maintain new user profiles for operational systems, including ECW, 8x8 phone systems, downloads, and navigation applications. Coordinate with external IT vendors (such as Discovertec) to resolve system issues and ensure minimal disruption to operations.

Maintain and track IT inventory, including equipment assignments and device management. Communication & Call Center Support: Assist with configuring after-hours answering services and ensure messages are properly routed to the appropriate departments or providers. Monitor call center performance metrics and ensure adherence to organizational policies and service standards.

Administrative & Operational Support: Provide general operational assistance to leadership and clinical departments as needed. Travel to other clinic locations to assist with urgent operational needs when required. Maintain accurate records and documentation related to operational activities.

Qualifications

Education

A high school diploma or GED is required. An associate degree in business administration, communications, or a related field is preferred. A minimum of two years of customer service experience is required. Ability to comprehend established office routines and policies. Strong problem-solving and decision-making abilities.

Strong oral and written communication skills. Good interpersonal and organizational skills. Highly detail-oriented. Ability to work under pressure and manage multiple tasks simultaneously. Additional Requirements: Flexibility to work various shifts, including evenings, weekends, and holidays when operational needs require.

Ability to report to work reliably and on time for all scheduled shifts. Ability to travel between clinic locations when necessary to support operational needs. Provide weekly updates regarding task completion, ongoing projects, and outstanding operational items. Maintain open and proactive communication with managers and administration regarding workflow challenges and operational improvements.