Operations Support Specialist

Support Operations Specialist

The Support Operations Specialist provides critical administrative and operational support to the Infrastructure department. This versatile role supports onboarding and training coordination, manages the Infrastructure Support Operations work order system, and assists with FF&E, workspace moves, and service request fulfillment across clinical and administrative sites. The position also tracks operational data, maintains internal documentation, contributes to internal communications, and engages stakeholders during space planning efforts to gather initial requirements. Through proactive coordination and responsive service, the role helps ensure efficient, consistent, and collaborative operations across Infrastructure functions.

ON-SITE

Responsibilities

Essential Functions

• Provide general administrative support, including scheduling, document preparation, records management, and form tracking to assist Infrastructure team operations.
• Maintain and track operational data using logs, spreadsheets, and internal systems related to onboarding, support operations requests, equipment status, and departmental metrics.
• Coordinate new staff onboarding by scheduling systems orientation, organizing site walkthroughs, and ensuring access to tools, procedures, and documentation.
• Maintain departmental SOPs, training materials, and process documentation, ensuring consistency, clarity, and accessibility for team members.
• Draft and distribute internal communications, including department-wide updates, announcements, and meeting notes.
• Manage the Infrastructure Support Operations work order system, including entering, updating, and closing requests such as FF&E, furniture moves, and repair notifications, while coordinating with Facilities and vendors as needed.
• Fulfill support operations work orders from clinical sites, including coordinating services, ensuring quality followthrough, and confirming completion with internal stakeholders.
• Support departmental projects and move coordination by assisting support and logistics across Infrastructure initiatives.
• Collaborate with Infrastructure and Communications teams to maintain and update SharePoint and intranet content, ensuring timely and accurate information is accessible to staff.
• Support cross-functional Infrastructure needs, such as internal audits, onboarding checklists, space planning input, and documentation clean-up.
• Assist with planning and implementing internal improvements, special initiatives, or one-time efforts supporting Infrastructure's operational goals.
• Provide cross-departmental support to ensure smooth service delivery, respond to evolving operational needs, and serve as a point of contact for non-clinical requests.
• Support physical workspace documentation, such as inventorying equipment, capturing before/after photos of moves or setups, and updating digital records for compliance and tracking.
• Engage with internal stakeholders during space planning efforts to gather initial requirements, document functional needs, and support communication between departments and Facilities during early planning phases.

Knowledge, Skills and Abilities

• Strong organizational and time management skills to handle multiple tasks, track data, and meet deadlines.
• Ability to communicate clearly and professionally, both verbally and in writing, with internal stakeholders, vendors, and cross-functional teams.
• Skill in using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort navigating shared drives, SharePoint, and collaboration tools.
• Ability to track and manage requests in a work order software system; experience entering, closing, and following up on service tickets.
• Ability to collect, track, and report operational data using spreadsheets, templates, or software tools.
• Familiarity with onboarding and training workflows, including coordinating system access, scheduling, and supporting new staff orientation.
• Ability to support space planning efforts by collecting functional requirements and communicating with internal stakeholders.
• Knowledge of standard administrative practices and process documentation.
• Problem-solving mindset and flexibility to adapt to evolving departmental priorities and one-time special projects.
• Ability to maintain professionalism and confidentiality when handling sensitive information.

Qualifications

MINIMUM EDUCATION: High School Diploma or equivalent (higher degree accepted)

MINIMUM EXPERIENCE:

• 1 year Experience providing administrative or operational support in a professional setting, with responsibilities such as internal coordination or support ticket management.

Licenses and Certifications:

• TX Drivers License (Within 6 Months)