Operations Administrator

Under the supervision of the Associate Director of Clinic Operations and the COO, the Operations Administrator for Inland Empire is responsible for planning, coordinating, and executing clinic operations across all assigned sites within the Inland Empire region. This role provides on-the-ground leadership and oversight to ensure the effective implementation of clinic policies and procedures in alignment with organizational goals.

The Operations Administrator supports the Associate Director of Clinic Operations in overseeing the integration of services—including Medical, Dental, Integrated Behavioral Health (IBH), and other specialty programs—at each clinic site. This includes ensuring the delivery of high-quality patient care, positive patient experience, and the coordination of daily site-level operations.

In addition to operational leadership, the Operations Administrator provides administrative and clerical support to the Associate Director of Clinic Operations. Responsibilities include scheduling appointments, responding to inquiries, taking dictation, and managing other business and administrative tasks as needed. By relieving the Associate Director of routine tasks and assisting with regional coordination efforts, the Operations Administrator plays a key role in supporting operational excellence, team efficiency, and continuous improvement throughout the Inland Empire region.

Benefits: 

• Free Medical, Dental & Vision 
• 13 Paid Holidays PTO 
• 403 (B) retirement match 
• Life Insurance, EAP 
• Tuition Reimbursement
• Flexible Spending Account 
• Continued workforce development & training
• Succession plans & growth within

REQUIRED SKILLS AND QUALIFICATIONS 

Education:

• AA or BA/BS degree is preferred 

Experience:

• 5 years of experience in an administrative or assistant role, preferably in a medical or healthcare setting.
• Experience with scheduling, customer service, and office coordination.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with medical terminology, a plus.
• Strong professional verbal and written communication skills.
• Ability to type 50 words per minute with high accuracy.
• Excellent organizational skills and attention to detail.
• Bilingual skills (English/Spanish fluency), preferred.
• Ability to adapt in a fast past environment and be able to work responsively under pressure.
• Must have excellent interpersonal skills and empathy towards patients, as well as have excellent communication skills, critical thinking skills, the ability to handle stressful situations, the capacity to function independently, have varied clinical experience, and the ability to document meticulously. 
• Must have excellent process improvement skills and be able to understand clinic functions and department interactions. 
• Understanding of information technology and ability to organize, analyze and synthesize complex data from various sources. 
• Have a great attitude and be team player.
• Ability to learn quickly, to respond/react quickly to changing priorities and to be dedicated to completion of required tasks.

   Essential Duties and Responsibilities:

• Answers and screens telephone calls and arranges conference calls.
• Purchase items as necessary.
• Manage and updates Contacts information.
• Replies to emails or other correspondence as needed.
• Organizes and maintains file system and files correspondence and other records.
• Arranges and coordinates travel schedules and reservations.
• Work with vendors to obtain quotes.
• Develop operations policies and sign-in sheets.
• Handles all administrative details associated with provider scheduling (i.e. update When to Work or other scheduling application; advise providers, clinic managers, Call Center staff, contract agencies and other as needed.
• Acts as back-up to the Associate Director of Clinic Operations, COO and to other clinic Managers.
• Orders and maintains supplies and arranges for equipment maintenance as necessary.
• Assist with the preparation for clinic audits and participation in audits.
• In conjunction with the COO and the Associate Director of Clinic Operations, participates in the implementation of the mission, vision and values of the organization.
• Responsible for ensuring program and corporate compliance with Federal and State laws, organizational policies and procedures, as well as with external regulatory bodies such as PCMH, FQHC, HIPAA, OSHA, CLIA and other professional review and standards boards within their assigned region. 
• In conjunction with the COO and the Associate Director of Clinic Operations, develops annual operating plans and corresponding budgets including staffing and other needed operating resources to achieve projected patient volumes.
• Ensures responsible utilization of medical supplies ensuring that the tracking and inventory of supplies and equipment are in compliance with operating budget. 
• Coordinates with related departments and functions to assure appropriate information flow and understanding of overall process improvement direction. 
• Work side-by-side with COO, Associate Director of Clinic Operations and Regional Directors in developing transformational strategies in the adoption of process improvement and guides staff in the implementation and execution of process improvement tools and methods. 
• Presents, facilitates and leads assigned process improvement events using methods of culture appropriate team building, team energizing, data gathering and analysis, problem solving, and project management. 
• Seeks and evaluates process improvement data, materials, and methods to match specific organizational needs and adapts them to use in the execution of process improvement events. 
• Provides event follow-up to monitor the progress of planned improvement implementation to assure timely action, appropriate management support, and achievement of expected benefits. Uses appropriate measurement, analysis and evaluation methods to accurately identify and document process improvements.
• Maintains current working knowledge of the health care environment as it relates to operations and best practices.  This includes government rules and regulations, changes in reimbursement, changes in the local market, and other key factors impacting patient access and service provision.
• Coordinate the renewal of clinic and lab licenses. 
• Processes and follows up on applications: DHS, CLIA, Pharmacy, LA Care, Business License.
• Must be able to travel to various clinic locations throughout the Inland Empire as needed to support operational needs.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Prepares reports, presentations, and other documentation as requested, assists in data collection for improvement initiatives.
• Maintains confidentiality of sensitive organizational and personnel information 
• Schedules and coordinates internal and external meetings, including preparing agendas, minutes, and follow-up tasks. 
• Perform other job-related duties, as may be assigned by the COO and Associate Director of Clinic Operations.