Operations Specialist

Job Description

Job Description

Title: Operations SpecialistFLSA Category: nonexempt Reports To: Chief Operating Officer Date Issued: May 2026

Greater Baden Medical Services (GBMS) is a Federally Qualified Health Center (FQHC) dedicated to providing high-quality healthcare across Southern Maryland. With 9 clinical sites across Prince George's, Charles, and St. Mary's counties, we serve over 18,000 patients each year. We provide fully integrated care that includes primary care, pediatrics, women's health, Title X family planning, dental care, behavioral health, WIC, pharmacy services, and the Ryan White HIV/AIDS program. Our patient population is primarily made up of Medicaid and uninsured individuals. We are deeply proud to deliver these vital services to everyone in our community, regardless of their ability to pay, making Greater Baden an incredibly rewarding place to grow your career while making a tangible, life-changing impact every day.

Position Summary

The Operations Specialist is a dynamic, entry-level role designed for a motivated self-starter looking to build a career in healthcare administration and community health center operations. Working under the guidance of the Chief Operating Officer (COO) and the Director of Patient Services, this position provides critical coordination, logistical, and administrative support to execute key operational initiatives across all Greater Baden Medical Services (GBMS) clinic sites.

The ideal candidate is highly accountable, dependable, and meticulously detail-oriented, with a natural ability to collaborate across multidisciplinary teams. This role offers an opportunity to learn the inner workings of a Federally Qualified Health Center (FQHC), master patient service workflows, maintain material readiness via organization-wide inventory management, and directly support executive leadership in driving operational excellence, seamless multi-site coordination, and the deployment of impactful staff training programs.

Essential Duties & Responsibilities

Cross-Site Coordination & Initiative Support

• Operational Execution: Assist the COO and Director of Patient Services in rolling out enterprise-wide operational initiatives, tracking milestone progress, and ensuring consistent implementation across all clinical sites.
• Standardization Support: Help monitor compliance with standard operating procedures (SOPs) across clinics, identifying operational bottlenecks or resource gaps to present to leadership.

Inventory & Supply Chain Management

• Organization-Wide Tracking: Assist in managing, tracking, and auditing operational and administrative inventory and supplies across all GBMS health center sites.
• Vendor & Order Support: Assist leadership in compiling orders, communicating with medical and office supply vendors, tracking shipments, and reconciling delivery invoices against received stock.
• Storage Optimization: Help establish and maintain clean, organized, and standardized supply storage systems at each site to minimize waste and streamline staff access.

Organizational Training & Development Support

• Training Coordination: Work closely with the COO and Director of Patient Services to plan, schedule, and coordinate logistics for organization-wide training initiatives.
• Material Preparation:Assisti drafting, formatting, and updating training manuals, standard operating procedure (SOP) guides, and visual presentation materials for front-office and support staff.
• Tracking & Compliance: Maintain centralized records of staff training attendance, completion rates, and feedback surveys to ensure organizational alignment and compliance.

Patient Services & Front-End Support

• Workflow Optimization: Support the Director of Patient Services in reviewing and refining front-desk workflows, patient scheduling patterns, call center metrics, and registration processes to improve the overall patient experience.
• Resource Development: Assisting organizing and distributing operational tools, checklists, and rapid-reference materials utilized by front-office and patient service staff.

Project Administration & Data Tracking

• Meeting Management: Coordinatelogistics, prepare agendas, and document detailed action items for cross-site operational meetings, ensuring leadership updates are clearly communicated and tracked.
• Metric Reporting: Gather, compile, and organize routine operational data—such as supply utilization rates, patient wait times, no-show rates, and appointment availability metrics—into clear tracking sheets for leadership review. 

Core Competencies & Personal Attributes

• Accountability & Dependability: Takes high ownership of assigned tasks, meets deadlines consistently, and can be relied upon to follow through on complex instructions with minimal supervision.
• Detail & Organization: Maintains a sharp eye for accuracy in asset tracking, inventory logs, training data, and documentation, ensuring minor operational oversights or shortages are caught and corrected early.
• Teamwork & Collaboration: Builds strong, respectful working relationships quickly with a diverse workforce, thriving in a fast-paced, collaborative team environment.
• Proactive Self-Starter: Possesses a high degree of curiosity, a strong desire to learn FQHC operations, and a proactive attitude toward solving problems and supporting colleagues.

Requirements and Qualifications

Education & Experience

• Education: Bachelor’s degree in Healthcare Administration, Public Health, Business Administration, Supply Chain Management, or a related field preferred; or an equivalent combination of education and professional experience.
• Experience:1–3years of experience in a professional office, supply logistics, customer service, or health care setting. Prior experience or internships within a community health center, non-profit, or medical office area strong plus.
• Mobility: Must between various GBMS health center locations to monitor inventory and support site operations.

Technical & Communication Skills

• Software Proficiency: Strong foundational skills in the Microsoft Office Suite (Word, Excel, PowerPoint). Strong familiarity with Excel for data tracking, inventory checklists, and logs is highly desirable.
• Communication: Excellent verbal and written communication skills, with the ability to interact professionally with executive leadership, site managers, vendors, and frontline staff.
• Presentation Skills: Basic comfort or strong interest in public speaking, presenting, or guiding small groups through operational and supply tracking processes.

Work Environment

Standard office environment with routine use of computers, phones, and office equipment.

Physical and Mental Demands

Includes sedentary work, frequent computer use, multitasking, frequent communication, ability to manage interruptions, adjust priorities, and perform basic physical office tasks including light lifting (up to 25 lbs).

Language Skills

Ability to read, interpret, and communicate written and verbal instructions effectively with employees, candidates, and stakeholders.

Compliance

Must comply with Greater Baden Medical Services policies, compliance standards, and Code of Conduct.

Travel

Must be able to travel between GBMS locations as needed.