Clinic Operations Coordinator

Job Description

Job Description

Alliance for Healing is seeking a highly capable, technology-savvy and solutions-oriented professional to join our team as a Clinic Operations Coordinator. This is a broad, hands-on operations role for someone who enjoys variety, solving problems, improving processes, and taking ownership.

You’ll split your time between our White Bear Lake and Arden Hills locations and serve as a key operational resource across the organization — supporting office operations, technology, HR administration, and special projects.

What You’ll Do

Office & Clinic Operations

• Serve as the primary operational resource for day-to-day office needs across both clinic locations
• Coordinate office operations, supplies, vendors, facilities needs, and administrative processes
• Serve as a backup for incoming phone calls and general inquiries
• Troubleshoot day-to-day issues and take ownership of finding practical solutions
• Assist with client needs as appropriate, while recognizing that most clients are familiar with the clinic and typically do not require extensive front-desk check-in or navigation support

Technology & Systems

Technology expertise is a critical component of this role. You will be the go-to resource for day-to-day technology and software questions, helping employees troubleshoot issues and use systems effectively.

• Serve as the first point of contact for routine technology and software issues
• Troubleshoot problems and determine when issues require escalation or outside support
• Support and administer Microsoft 365 tools, including Teams, SharePoint, Outlook, Forms, Planner, OneDrive, and Excel
• Help staff learn and effectively use technology, software, and internal systems
• Identify opportunities to improve how technology is used across the organization
• Maintain consistency and organization across systems, files, and communication platforms

HR Administration & Employee Support

• Own day-to-day HR administrative processes and support a positive employee experience
• Coordinate onboarding for new employees, including documentation, systems access, orientation, and other administrative requirements
• Maintain employee records and HR documentation

Project Management & Process Improvement

Alliance for Healing is growing quickly, which means there is always an opportunity to make something better. This role will play an important part in turning ideas into action.

• Identify opportunities to improve workflows, processes, and systems
• Take ownership of new initiatives and spearhead implementation
• Balance multiple projects and priorities while keeping commitments on track
• Help the organization scale by creating systems that are efficient, sustainable, and easy for others to follow

Who Thrives in This Role

The ideal candidate is a hands-on operator and problem solver who enjoys variety and can move comfortably between administrative, technology, HR, and project-related responsibilities.

You are someone who:

• Is highly organized, dependable, and detail-oriented
• Is exceptionally comfortable with technology and enjoys troubleshooting problems
• Naturally takes ownership rather than waiting to be told what to do
• Is comfortable wearing many hats and shifting priorities throughout the day
• Communicates clearly and builds strong relationships across an organization
• Remains calm, resourceful, and solutions-focused in a fast-paced environment

Preferred Qualifications

• 3+ years of experience in office operations, clinic operations, healthcare administration, or a related field
• Prior experience working in a clinical, healthcare, or medical setting strongly preferred
• Strong proficiency with Microsoft 365, including Teams, Outlook, SharePoint, Excel, Forms, Planner, and OneDrive
• Demonstrated ability to troubleshoot software and technology issues independently
• Experience supporting or administering EHR or other healthcare technology systems

Position Details

• Full-time preferred: 0.8–1.0 FTE | 32–40 hours/week
• Location: In-person, with regular time split between our White Bear Lake and Arden Hills locations
• Competitive compensation based on experience
• Supportive, collaborative, and mission-driven team environment
• Opportunity to have significant influence on the operations and continued growth of the organization