Operations Coordinator

Job Description

Job Description

Description:

Position Summary  

The Operations Coordinator provides hands-on administrative and operational support to ensure the organization’s facilities, technology, supplies, and day-to-day operations run smoothly. This position works closely with operations leadership and external vendors and provides administrative support to the Executive Team as needed. 

Principal Duties and Responsibilities

Facilities & Operations  

• Coordinate routine facility maintenance, repairs, and vendor service requests.
• Assist with office moves, furniture assembly, workspace setup, and new site readiness.
• Monitor facility needs and escalate safety, maintenance, or operational concerns.
• Support emergency preparedness activities, drills, inspections, and related documentation.

Purchasing, Supplies & Inventory  

• Order, receive, unpack, organize, and distribute supplies and equipment.
• Monitor inventory and coordinate routine restocking.
• Maintain organized storage and supply areas.
• Track organizational equipment and assist with replacement and disposal.

Technology & Equipment Support  

• Coordinate routine IT needs and support requests with the Managed Service Provider (MSP).
• Coordinate EPIC (EMR) access for employees as needed. 
• Assist with setup and deployment of computers, monitors, phones, printers, scanners, and other equipment.
• Maintain technology and equipment inventory.
• Coordinate equipment and workspace needs for employee onboarding and offboarding.

Administrative & Executive Support  

• Provide administrative support to the Executive Team as needed, including scheduling, meeting coordination, document preparation, and other administrative tasks.
• Assist with organizational meetings, trainings, events, and special projects.
• Maintain operational records, vendor information, service schedules, and other documentation.
• Provide general administrative and operational support as organizational needs arise.

This description covers the primary responsibilities of the role, but it isn't meant to capture everything. Duties may change over time to meet the needs of the team and the patients we serve.

Requirements:

Required Skills or Abilities  

1. Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines. 
2. Strong attention to detail and ability to maintain accurate records, inventories, and documentation. 
3. Excellent communication and interpersonal skills, with the ability to work effectively with employees, vendors, and leadership. 
4. Ability to learn and effectively use organizational technology and systems. 
5. Ability to coordinate facilities, equipment, technology, and vendor needs and follow through to resolution. 
6. Ability to work independently, use sound judgment, and identify and escalate safety, maintenance, or operational concerns. 
7. Ability to work effectively in a team and adapt to changing organizational needs. 
8. Ability to cultivate and develop inclusive and equitable working relationships with co-workers and community members. 
9. Ability to serve as an advocate for individuals of all ethnicities, genders, ages, and backgrounds. 

Required Knowledge, Experience, or Licensure/Registration  

1. High school diploma or equivalent. 
2. Experience in administrative, office operations, facilities, or a related role. 
3. Experience using Microsoft Office and other computer-based systems. 
4. Healthcare experience preferred. 
5. Ability to work onsite Mondays through Fridays during the hours of 7:45 am and 5 pm. Occasional Saturdays may be required. 
6. Ability to read, write, speak, and comprehend English fluently as needed to perform essential job functions, including patient communication, documentation, and safety-related instructions. 

Physical requirements of the Job  

With or without reasonable accommodation, this position requires the ability to: 

1. Sit, stand, and walk for extended periods during the workday. 
2. Routinely lift, move and/or carry supplies and equipment weighing up to 50 pounds. 
3. Occasionally push, pull, bend, stoop, reach, and climb stairs. 
4. Perform repetitive tasks such as keyboarding, filing, unpacking, stocking, and organizing supplies. 
5. Safely move and arrange office furniture, equipment, and supplies with assistance as needed. 

Health and Safety Requirements  

Up-to-date immunizations as required for the role, subject to medical or religious exemption requests in accordance with applicable law and NHC policy. 

This is a full-time, non-exempt position. 

*NeighborHealth Center is an Equal Opportunity Employer, dedicated to serving a diverse patient population and building a staff reflective of the communities we serve. We encourage applications from women, minority groups, veterans, and people with disabilities.