Licensing Coordinator - Healthcare

Position Summary:

The Licensing & Regulatory Specialist Coordinator is responsible for managing the multi-state licensing process for new applications, acquisitions, and renewals, as well as entity creation and management. This role involves performing legal research, supporting business license management, and ensuring regulatory compliance. The Licensing & Regulatory Specialist will also manage relationships with state and local associations and assist with legal documentation and administrative tasks to support business operations.

Required Experience for Licensing & Regulatory Specialist Coordinator:

• High School Diploma or GED preferred; Associate’s or Bachelor’s degree in paralegal studies, nurse paralegal, business, or a related field is a plus.
• Experience in healthcare regulations, state regulations, legal research, and state-specific licensure preferred.
• Previous experience in an office, legal, or project management role.
• Proficiency in Microsoft Excel and Microsoft Word.
• Knowledge of legal research methods, legal document drafting, and entity formation practices.

Accountabilities for Licensing & Regulatory Specialist Coordinator:

• Provide employee training on compliance related topics, policies, or procedures.
• Report violations of compliance or regulatory standards to duly authorized enforcement agencies as appropriate or required.
• Keep informed regarding pending industry changes, trends, and best practices and assess the potential impact of these changes on organizational processes.
• Support the development or implementation of compliance-related policies and procedures throughout an organization
• Build effective relationships with business leaders

Other Key Responsibilities for Licensing & Regulatory Specialist Coordinator:

Licensing and Business Management:

• Manage licensure timelines for active licensing applications and effectively manage deadlines.
• Complete and file applications and documentation related to multi-state licensing (initial applications, renewal applications, and change of ownership).
• Coordinate with business leaders to obtain necessary documentation and application requirements in a timely manner.
• Oversee business license expiration, renewal processes, and maintain accurate records.
• Develop and maintain relationships with state associations, including membership renewals and regulatory updates.

Legal Research & Entity Management:

• Perform legal research related to licensing, business formation, and state-specific regulations.
• Create, update, and maintain records for business entities, ensuring compliance with state-specific regulations for entity creation and management.
• Support legal counsel in preparing documentation for business filings, entity renewals, and regulatory submissions.
• Draft and review legal documents related to licensure applications, acquisitions, and entity formation.

Compliance & Documentation:

• Stay up-to-date with changing licensure regulations and communicate updates effectively to the supervisor and business teams.
• Work closely with the Support & Integration team to ensure licensure compliance during acquisitions and community transitions.
• Collaborate with the operations and development teams to address and resolve regulatory compliance issues.
• Assist with regulatory and compliance training when needed, focusing on changes in licensing and entity regulations.

Administrative & Coordination Duties:

• Store, track, and maintain licenses for all community and healthcare locations in an organized and accessible manner.
• Communicate effectively with leadership and cross-functional teams to ensure clarity on regulatory requirements and changes.
• Create and maintain spreadsheets, reports, and databases to track compliance metrics and licensing status.
• Initiate and maintain association memberships and relationships to support business operations and compliance efforts.
• Perform other legal and administrative duties as assigned.
• Assess product, compliance, or operational risks and develop risk management strategies.
• Verify that all company and regulatory policies and procedures have been documented, implemented, and communicated.

Skills for Success:

• Legal and Regulatory Knowledge: Understanding of state-specific licensure regulations, legal research methods, and entity management requirements.
• Attention to Detail: Ability to review legal and regulatory documents accurately and manage compliance timelines.
• Communication & Relationship Building: Clear and effective communication with business leaders, external associations, and cross-functional teams.
• Organizational Skills: Ability to maintain detailed records and meet deadlines in a dynamic regulatory environment.
• Problem-Solving: Proactively address legal, regulatory, and compliance issues, and develop appropriate action plans.
• Adaptability: Ability to adjust to changing regulations and business requirements with a positive approach.

General Working Conditions: This position entails standing for long periods of time. While performing the duties of this job, the employee is required to communicate effectively with others, sit, stand, walk and use hands to handle keyboard, telephone, paper, files, and other equipment and objects. The employee is occasionally required to reach with hands and arms. This position requires the ability to review detailed documents and read computer screens. The employee will occasionally lift and/or move up to 25 pounds. The work environment requires appropriate interaction with others. The noise level in the work environment is moderate. Occasional travel to different locations may be required.

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