Operations Assistant

JOB SUMMARY

The Clinic Operations Assistant delivers comprehensive administrative, facility, and compliance support to ensure smooth daily operations. Reporting directly to the Director of Operations, this role acts as a vital coordinator, balancing general maintenance, vendor management, and strict OSHA safety compliance with daily clinic scheduling. The ideal candidate is a highly organized, detail-oriented problem solver who thrives in a dynamic medical environment and is dedicated to keeping clinic infrastructure running seamlessly to support our patient care teams.

ESSENTIAL FUNCTIONS

• Facility Maintenance: Perform minor clinic repairs, conduct routine safety checks, and serve as the primary point of contact for external service vendors.
• Compliance & Safety: Maintain rigorous OSHA compliance, manage workplace safety documentation, and ensure a secure environment for staff and patients.
• Administrative Operations: Manage clinic schedules, coordinate calendars, and maintain accurate operational records and databases.
• Systems & Data Management: Utilize MS Office and EMR systems daily to streamline workflows, enter data, and process clinic documentation.
• Communications: Answer and route phone calls or digital inquiries professionally, and assist with internal communications and team coordination.
• Supply & Financial Tracking: Monitor clinic inventory, track equipment needs, and assist with basic finance documentation, including invoice processing and purchase requests.
• Team Support: Assist with staff onboarding logistics, training coordination, and event planning as assigned.
• Process Improvement: Identify opportunities to optimize clinic administrative processes and operational efficiency.

PRIMARY CUSTOMERS SERVED

• Adult, Geriatric, and Family/Visitors
• Physicians and Team Members
• Social Work Team and Community Agencies

JOB QUALIFICATIONS

Minimum Qualifications

• Education: High school diploma or equivalent required.
• Experience: At least 1 year of experience in clinic operations, administrative support, or facility coordination.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and Electronic Medical Records (EMR) software.
• Language: Fluent in English (written and verbal).

Preferred Qualifications

• Associate or Bachelor's degree in Business Administration, Healthcare Administration, or a related field.
• Prior experience managing vendor relationships and handling basic facility upkeep.
• Familiarity with healthcare compliance, workplace safety standards, or OSHA regulations.