Operations Coordinator

Job Description

Job Description

** Position ** : Operations Coordinator

** Reports To: ** CEO

** Job Type: ** Full time, W2, Salary position

** Location: ** Hybrid / In -Person

** Compensation: ** $45,000–$55,000 base salary; Dependent on Experience

At Oro Valley Acupuncture we are changing lives on a daily basis. We see a high volume of patients per day (usually in office 4 days a week from 7:30 am - 2:00 pm, with a commitment of up to 5 weekends per year for community events). Specializing in chronic pain and nerve conditions, the team works diligently to ensure 100% excellence in patient care from the first phone call to the final treatment and/or ongoing maintenance care.

Mission Statement

We empower people to reclaim their health and vitality through personalized, holistic Chinese Medicine, transforming chronic conditions into a journey of healing and well-being. Our clinic is dedicated to offering compassionate care, innovative treatments, and a supportive community that helps patients get back to doing what they love with the people they love.

Core Values

Optimistic Integrity

This value emphasizes maintaining a positive outlook, avoiding drama, and fostering a proactive, can-do attitude. It highlights the importance of uplifting others and embracing change with enthusiasm and resilience.

Patient Centric Excellence

This value emphasizes providing exceptional patient support by consistently going above and beyond, ensuring that the patient’s needs and well being are always the top priority. It reflects a commitment to delivering superior care and attention to detail, fostering trust and satisfaction in every interaction.

Mission Driven Healing

This value highlights the staff’s deep investment in the mission of helping people live pain-free and pursuing the things they love in life. It reflects a commitment to enriching lives through dedicated support, empathy, and proactive care, ensuring that every action aligns with the goal of restoring freedom and joy to patients’ lives.

Collaborative Integrity

This value emphasizes the importance of staff consistently doing their best, being honest and transparent about mistakes, and working cohesively as a team. It reflects a commitment to integrity, teamwork, and continuous improvement, thus fosters an environment where collaboration and honesty drive clinic success.

** Role: ** As an Operations Coordinator, you’ll support and oversee a team of 5 - 7 staff and ensure the smooth functioning of a busy, thriving Chinese Medicine clinic. You’ll work closely with the CEO and receive clear instructions and regular check-ins. This is a foundational role for someone who is eager to learn, detail-oriented, and thrives on following and executing structured processes and patient care with consistency and excellence.

Responsibilities : Oversee all functions of clinic including back and front of house operations. Maintain accurate patient and business records through data entry, reporting, and documentation. Coordinate recurring administrative processes (patient scheduling, weekly checklists, CRM updates, task follow-ups). Assist with internal SOP documentation and updates. Create and ensure training implementation, meet established KPi’s, assist CEO in marketing. Flag issues, inconsistencies, or risks to your team lead in a timely manner.

Results : Recurring tasks and admin operations are completed with consistency and accuracy. All assigned SOPs are kept up to date and followed precisely. Assigned projects are completed on time and according to expectations. Leadership is informed early of any delays, risks, or questions.

Requirements : 2-3 years of operations, admin, or business support experience preferred (preferable in healthcare or medspa setting). Ability to follow checklists and processes exactly. Comfort with spreadsheets, task management software, and written documentation. Comfort with managing a team, including hiring and firing, and leading team meetings in a service-oriented, DRAMA-FREE, environment. Strong organizational skills and impeccable attention to detail. High level of tech comfort—able to learn EHR, phone systems, CRM tools, and workflows quickly. Excellent communication skills with a calm, patient-centered demeanor. Ability to make independent decisions, solve problems, and own outcomes without micromanagement. Ensure accurate patient records, documentation, and follow-up systems within our EHR.

Reliable references, Credit check, and drug testing required

Proactive communication and willingness to ask for help or clarity.

Who This Role Is For:

Someone experienced in operations who is hungry to learn and thrives with structure, support, and checklists. Someone who wants to grow into a leadership role as they learn the ins and outs of this thriving 5-year-old established business.

Who This Role Is Not For:

Someone looking for creative autonomy or immediate leadership opportunities. This is a highly structured execution role.

Preferred:

Experience in integrative medicine or holistic health settings. Familiarity with patient financial counseling. Prior responsibility for scheduling systems or operational process improvement. Bachelor's degree or relevant certifications a plus.

Ready to Grow With Us?

If you’re passionate about building your career alongside a driven, mission-oriented team - we’d love to meet you. At Oro Valley Acupuncture, we don’t just fill roles - we invest in people. This is your opportunity to work directly to make a tangible impact in the community, and grow within a high-performing, values-driven organization in a supportive, growth-oriented culture with opportunities for training and professional development. Apply today and take the next step toward a fulfilling career where your attention to detail, sense of ownership, and desire to grow are genuinely valued. If you’re driven by meaningful work and inspired to elevate both patient care and team excellence, we’d love to meet you.

Send your resume AND cover letter with the subject "ENRICH"

to: karihahnlac @ gmail . com

Tell us why you are the perfect candidate!

Job Type: Full-time

Benefits:

● In office and at home hours

● Professional development assistance

● Potential for health insurance and 401K

** Pay: ** $45,000.00 - $55,000.00 per year

** Work Location: ** In person and at home

Kari Hahn, L.Ac. , M.Ac.O.M.

** Oro Valley Acupuncture **

190 W. Magee Rd, Ste 142

Tucson AZ 85704

office- View phone number on click.appcast.io

mobile-View phone number on click.appcast.io

email - karihahnlac @ gmail. com

orovalleyacupuncture. com