Clinical Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator supports the day-to-day operations of Optum Serve's William Street Clinic (WSC), a Clinical Center of Excellence serving members of the World Trade Center (WTC) Health Program. This role is responsible for coordinating administrative and operational activities that ensure efficient clinic operations, positive member experience, and effective support of patient care delivery.

Key responsibilities include managing member check-in and check-out processes, appointment and clinician scheduling, inventory oversight, and completion of non-clinical departmental tasks. The Administrative Coordinator partners closely with clinic leadership, providers, and operational teams to optimize schedule utilization, maintain organized workflows, support office administration, and promote a safe and productive work environment.

This position is full time, Monday - Friday. Employees are required to have flexibility to work any of our shift schedules during our normal business hours of 7:00 am - 4:00 pm with 1 hour lunch. It may be necessary, given the business need, to work occasional overtime.

We offer 2 weeks in formal training and 1 orientation in clinic. Training will be conducted onsite.

Primary responsibilities:

• Coordinate, maintain, and communicate daily clinic schedules, including monitoring provider availability, appointment capacity, clinic coverage, and schedule utilization to support operational efficiency, timely access to care, and organizational objectives
• Oversee daily administrative operations of the William Street Clinic, ensuring efficient workflows, effective resource utilization, and a high-quality experience for members, providers, and staff
• Manage member check-in and check-out activities, including verifying demographic and insurance information, obtaining required privacy and consent documentation, uploading applicable records, and ensuring accurate and timely documentation
• Serve as the primary point of contact for members, providing a professional, welcoming, and customer-focused experience while addressing inquiries and facilitating access to clinic services
• Act as an operational resource for clinicians and clinic staff by providing timely support and resolution for scheduling, workflow, system, process, and routine technical issues through phone, email, and instant messaging platforms
• Coordinate clinician scheduling and appointment management activities to maximize schedule utilization, support patient access, and maintain operational readiness
• Maintain organized and efficient administrative operations by monitoring workflows, tracking task completion, and identifying opportunities to improve productivity, quality, and service delivery
• Coordinate front-office operations and facility support activities, including inventory management, supply ordering, equipment tracking, and routine audits to ensure the availability of essential office and clinical resources
• Collaborate with clinic leadership and cross-functional operational teams to support process improvements, resolve operational issues, and promote efficient clinic performance
• Support clinic operations by maintaining confidentiality, safeguarding Protected Health Information (PHI), and ensuring compliance with organizational policies, contractual requirements, and applicable regulatory standards
• Assist with data collection, reporting, and administrative processes that support clinic performance metrics, operational goals, and regulatory requirements
• Foster positive working relationships with members, visitors, providers, and staff while delivering exceptional customer service and contributing to a professional, collaborative, and service-oriented clinic culture
• Maintain a safe, organized, and professional work environment that supports quality patient care, staff productivity, and overall clinic effectiveness
• Perform additional administrative and operational duties as assigned to support the ongoing success of clinic operations and organizational objectives

Required Qualifications:

• High School Diploma / GED OR equivalent work experience
• Must be 18 years of age OR older
• 1+ years of experience in an administrative, customer service, healthcare operations, OR related support role
• Verbal and written communication skills, with the ability to effectively collaborate with individuals across diverse teams, functions, and organizational levels
• Experience utilizing office technology and administrative systems, including Microsoft Office applications (Microsoft Word, Microsoft Excel, Microsoft Outlook, and Microsoft Teams)
• Working knowledge of customer service principles and commitment to delivering high-quality service and support
• Organizational, time management, and prioritization skills, with the ability to manage multiple responsibilities in a fast-paced environment
• Attention to detail, accuracy, and accountability when managing data, documentation, and operational tasks
• Ability to work independently, exercise sound judgment, and effectively problem-solve within established guidelines and processes
• Ability to adapt to changing priorities and support process improvements in a collaborative team environment
• Ability to work full time, Monday - Friday. Employees are required to have flexibility to work any of our shift schedules during our normal business hours of 7:00 am - 4:00 pm with 1 hour lunch. It may be necessary, given the business need, to work occasional overtime.

Preferred Qualifications:

• Experience working in a healthcare, clinical, medical office, OR patient-care support environment
• Experience working with databases, electronic health records (EHRs), OR operational systems, including data entry, reporting, reconciliation, and data quality audits
• Familiarity with healthcare terminology, clinical workflows, and regulatory requirements related to healthcare operations
• National Career Readiness Certificate (NCRC) OR similar professional certification

Pay is based on several factors including but not limited to local labor markets, education, work experience, certifications, etc. In addition to your salary, we offer benefits such as, a comprehensive benefits package, incentive and recognition programs, equity stock purchase and 401k contribution (all benefits are subject to eligibility requirements). The hourly pay for this role will range from $18.00 - $32.00 per hour based on full-time employment. We comply with all minimum wage laws as applicable.