Operations Associate

Operations Associate

Department/Care Stream: Nexus

LIA Reporting Structure

Timecard Approver: Utilization Management Director

Primary: Utilization Management Director

Secondary: Chief Strategy Officer

Status: Full-Time

FLSA: Non-Exempt

Location: Admin Center

Pay Range: $33.17-$43.12/hr

EEO-1: Professional

Organization Information

WellSpace's mission is "achieving regional health through high quality comprehensive care." We believe that everyone deserves to be seen, no matter who you are, where you come from, where you work or what place you call home. At WellSpace, we see you!  

We are driven to serve the whole person through comprehensive, integrated care, spanning medical, dental, behavioral health, and supportive services across the region. We do this by building a team of exceptional colleagues who are dedicated to our mission and becoming part of the communities we serve. 

As the region's largest Community Health System, WellSpace utilizes a Confluence Model to integrate an internal network of healthcare modalities, including Federally Qualified Health Centers (FQHC), Certified Community Behavioral Health Center (CCBHC), Drug Medi-Cal and Specialty Mental Health programs, California's second largest 988 Suicide and Crisis Lifeline Center, an independent Risk Bearing Organization (WellSpace Nexus), and more into a seamless confluence of care.

To ensure the highest quality of care, WellSpace is accredited by the Joint Commission for Ambulatory Care, Behavioral Health and as a CCBHC. Further, it is certified by the Joint Commission as a Primary Care Medical Home and a Behavioral Health Home. WellSpace's crisis programs are accredited by the American Association of Suicidology and the International Council for Helplines. 

Position Summary

The Operations Associate supports day-to-day operational functions across multiple departments within WellSpace Nexus. This entry-level role performs administrative, coordination, and data support activities to ensure efficient workflows, timely processing, and compliance with organizational and regulatory standards.

Required Qualifications

• Bachelor’s degree in Healthcare Administration, Public Health, Business Administration, or a related field or equivalent combination of education and relevant experience
• 1–3 years of experience in healthcare operations, administrative support, utilization management support, or a related field
• Experience working with healthcare systems or electronic health records (EHRs) such as Epic or similar platforms preferred
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), including ability to support data tracking and reporting
• Basic knowledge of healthcare regulatory requirements, including HIPAA and general CMS/Medicare guidelines
• Strong organizational skills with attention to detail and ability to manage multiple priorities in a fast-paced environment
• Effective written and verbal communication skills, with ability to collaborate across departments and with external stakeholders
• Analytical and problem-solving skills with a focus on accuracy and timeliness

• Ability to maintain confidentiality and handle sensitive information appropriately

Essential Responsibilities and Duties

• Support daily operations across departments (Utilization Management, Claims, Quality, Compliance, and Customer Service) to ensure efficient workflow execution
• Coordinate and monitor operational processes, including eligibility file loads, system updates, and task tracking across platforms (e.g., Quickcap, Epic, D360, Innovare)
• Assist with preparation, validation, and distribution of routine and ad hoc reports (e.g., audit reports, health plan reporting requirements)
• Maintain and track operational dashboards, ensuring data accuracy, completeness, and timeliness
• Support audit readiness activities, including documentation collection, file organization, and follow-up on corrective action plans
• Serve as a point of coordination between internal teams, health plans, and external vendors to facilitate communication and resolve operational issues
• Assist in developing, standardizing, and improving workflows, policies, and procedures to enhance efficiency and compliance
• Monitor task queues and ensure timely completion of assigned operational activities in alignment with regulatory and contractual turnaround times
• Support customer service operations by helping track inquiries, trends, and resolution timelines
• Participate in process improvement initiatives, including identifying gaps, recommending solutions, and supporting implementation
• Assist with onboarding and training support by maintaining documentation, guides, and process materials
• Coordinate meeting logistics, prepare materials, and document action items for operational and committee meetings
• Maintain confidentiality and ensure compliance with HIPAA, CMS, and organizational policies
• Assist in analyzing operational data to identify trends, gaps, and opportunities for performance improvement
• Support implementation of new health plan requirements, regulatory changes, and system enhancements
• Collaborate with leadership to streamline reporting

Benefits

Successful candidates will receive regionally competitive salary, above average health benefits at reduced costs, company paid life insurance & long-term disability insurance, additional voluntary retirement plan with company match and no vesting schedule requirement.

• Paid bereavement and jury duty leave
• 11 paid holidays per year
• Paid time off
• Paid sick leave
• Flexible Spending Program
• Company paid malpractice insurance for all providers
• Professional development hours offered annually

Physical Demands and Work Environment

The work environment is characteristic of an office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to handle or feel.  The employee is also required to stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The employee must also possess hearing and speech to communicate in person and over the phone. The noise level in the work environment is usually quiet.

The employee may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves or their homes. The employee may experience a number of unpleasant sensory demands associated with the client’s use of alcohol and drugs, and the lack of personal care.  The employee may also be exposed to bodily fluids (blood, urine) and hazardous chemicals.

WellSpace Health is committed to the principles of equal employment.  We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is the intent of WellSpace Health to maintain a work environment free of harassment, discrimination, or retaliation because of age, race, religious creed, color, national origin, ancestry, physical disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity, gender expression, sexual orientation, military or veteran status, or any other status protected by federal, state or local laws. WellSpace Health is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WellSpace Health is an Equal Opportunity Employer

Salary : $33 - $43