What are the responsibilities and job description for the Operations Specialist position at GiaMed, Inc?
GiaMed is seeking a detail-oriented Operations Specialist to serve as the backbone of our operations team. In this highly interactive role, you will provide direct day-to-day support to our Program Manager (RN), ensuring our healthcare staffing engine runs smoothly and efficiently.
You will be responsible for the "fine-tuning" of our operations: maintaining meticulous employee records, managing complex scheduling for military facilities, and generating critical KPI reports. This position demands a unique blend of independent initiative and team collaboration, specifically in a regulated environment governed by Joint Commission standards and ISO 9001 principles.
Essential FunctionsSchedule Management & Coordination
- Build and maintain master scheduling templates for contract sites to ensure 100% shift coverage.
- Monitor daily gaps or conflicts and escalate risks to the Program Manager immediately.
- Coordinate field employee time-off requests (PTO, FMLA, Workers' Comp) and track call-outs in an audit-ready log.
- Manage logistics for site visits to military facilities, including travel and pre-visit briefings.
- Independently run and analyze reports on credential expirations, attendance, and schedule adherence.
- Compile weekly/monthly KPI reports (fill rates, time-to-fill) for the Program Manager.
- Assist in drafting Corrective Action Plans for metrics falling below benchmarks.
- Ensure all government-required deliverables are accurate and submitted on time.
- Act as the primary point of contact for field staff regarding onboarding, scheduling, and general inquiries.
- Maintain strict confidentiality of Personally Identifiable Information (PII) at all times.
- Support the Program Manager in employment actions, including hiring coordination and separation processing.
- Collect and organize essential documents (licensures, BLS/ACLS, immunizations) under PM direction.
- Support the Credentialer by tracking outstanding items and performing OIG/SAM exclusion checks.
- Ensure all files are organized in accordance with Joint Commission and contract requirements.
- Regularly audit credentialing files to maintain TJC and ISO 9001 compliance.
- Assist in the preparation for Joint Commission surveys and internal QA reviews.
- Identify workflow inefficiencies and suggest proactive improvements or SOP updates.
- Education: Associate’s or Bachelor’s degree in Healthcare, Business, or Operations preferred (equivalent experience considered).
- Experience: Minimum one year of detail-oriented administrative experience. Previous experience in healthcare staffing or federal contracting is strongly preferred.
- Technical Skills: Intermediate to advanced proficiency in Microsoft Excel and Word; comfort with database systems.
- Industry Knowledge: Basic knowledge of medical terminology, Joint Commission standards, or ISO 9001 is a significant advantage.
- Competencies: Exceptional organizational skills, proactive problem-solving abilities, and the ability to operate remotely with high accountability.
At GiaMed, we are dedicated to providing world-class staffing support for those who serve. We offer a remote work environment that values precision, integrity, and the mission-critical nature of healthcare in the federal sector.
Benefits & Perks
- 120 Hours PTO: Paid time off to support a healthy work-life balance.
- Health Insurance: GiaMed pays 100% for employee-only health insurance. Dental, Vision, and Short-term disability are offered and are elective for the employee.
- Life Insurance: 50,000 coverage is offered and paid by GiaMed.
- Remote Work: 100% remote within San Antonio Texas.