Operations Specialist

Job Description

Job Description

Description :

Operations Specialist

The Operations Specialist is a key role within the company, supporting the executive team by managing critical information and ensuring a seamless experience for stakeholders.

This position is pivotal in maintaining the smooth operation of executive functions and enhancing the efficiency of recruitment, onboarding, and administrative tasks.

Job Duties

• Executive Assistant responsibilities :
• Responsible for managing and maintaining executive leadership schedules across multiple platforms; AdvancedMD, google calendar, etc
• Travel Coordination : Arranges travel for remote workers as needed, executive leadership
• Coordination of all leadership meetings, cadence and correspondence
• Recruitment and Staffing :
• Updates recruitment spreadsheets, understands Paylocity for recruiting and onboarding, and ensures new hires complete all necessary paperwork
• Manages hiring platforms like Indeed and LinkedIn, conducts initial screenings, schedules interviews with appropriate managers, maintains candidate communication, and extends job offers when approved
• Creates and distributes software logins to new hires; AMD, google, ringcentral, provider add on, etc
• Onboarding and Training :
• Organizes training schedules in collaboration with supervisors, confirming all employees involved in new hire trainings have appropriate blocks on schedules
• Requests and tracks need for new IT equipment and sets up new computer through IT partner
• Administers and collects malpractice applications for new clinical hires
• Collect headshots of new hires for website
• Event Coordination :
• Plans and coordinates events, such as happy hours, all staff meetings, holiday parties
• Collects and seeks approval for invoices and cost of events from Director of Operations
• Responsible for delivery of invoices and receipts to Manager of Operations
• Miscellaneous Project Management :
• Assist with the planning, execution, and monitoring of special projects and initiatives as directed by the executive team
• Track project progress, deadlines, and deliverables, providing updates and reports to ensure alignment with organizational goals
• Denver Wellness Digest management, monthly newsletter to all staff members outlining company updates
• Content creation, blog review to be shared across different company platforms
• Super user with our EHR platform

Requirements : Qualifications :

Qualifications :

• Associate’s or Bachelor’s degree in business administration, healthcare administration, or a related field preferred.
• Minimum of 3-5 years of experience as an executive assistant, administrative assistant, or similar role, preferably within a healthcare setting.
• Strong organizational and multitasking skills with a keen attention to detail.
• Excellent communication and interpersonal skills, with the ability to interact professionally with senior executives, staff, and external stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with office management software and electronic health record (EHR) systems.
• Ability to handle confidential information with discretion and maintain a high level of professionalism.
• Knowledge of healthcare terminology and operations is a plus

Reporting to :

• Director of Operations
11 days ago