Operations Administrative Coordinator

2 weeks ago

San Leandro, California, United States Community Health Center Network Inc Full time
Job Overview

Organizational Background:

The Community Health Center Network (CHCN), affiliated with the Alameda Health Consortium, comprises eight federally qualified community health centers in Alameda County. CHCN operates as the managed care MSO for our health centers, partnering with the Alameda Alliance for Health. To assist our health centers in fulfilling their missions of delivering optimal care to their communities, we offer a comprehensive array of training, technical support, quality enhancement, information technology, and data analysis services.

Position Title: Operations Administrative Coordinator

Department: Administration

Reports To: Director of Administration

Classification: Non-Exempt

Status: Full-Time Regular

POSITION SUMMARY

The Operations Administrative Coordinator plays a crucial role in supporting the CHCN Leadership Team, including the COO, CFO, and CITO. Responsibilities encompass IT procurement, purchase order management, invoice tracking, and assistance with the organization of agency events. Key duties include group scheduling, meeting agenda preparation, correspondence management, and oversight of office supply inventory. This role necessitates effective collaboration within a team environment and the successful execution of special projects, all while exercising sound judgment regarding confidentiality matters.

KEY RESPONSIBILITIES

The essential functions outlined below are representative of the work typically performed by individuals in this role. They are not intended to be an exhaustive list of all duties, tasks, and responsibilities. Employees may be assigned additional tasks as needed.

Leadership Team Support Responsibilities:

  • Act as the primary contact for coordinating CHCN meetings and liaising with external agencies. Meetings include:
    • EHR/EPM Meetings/Trainings
    • Data Governance
    • CFOs/Fiscal Managers
    • IT/IS Committee
    • Peer Operations Workgroup
  • Provide administrative support to CHCN Leadership and staff, including document preparation, group scheduling, catering arrangements, meeting organization, agenda creation, minute-taking, travel arrangements, and file management.
  • Perform other duties as assigned.

Administrative Team Responsibilities:

  • Deliver administrative support to CHCN management and staff, including document preparation, group scheduling, catering requests, purchasing, credit card requisitions, check requests, and meeting preparations.
  • Serve as backup to ensure efficient front office operations, including front office coverage.
  • Coordinate and complete tasks and projects collaboratively with co-administrative support staff.
  • Assist with facilities and office management as required.
  • Perform other duties as assigned.

HIPAA Designated Access:

For the purposes of this position, access is limited to the following HIPAA protected information data sets:

  1. MSO Membership
  2. MSO Claims
  3. MSO Referral/Auth.
  4. MSO Capitation
  5. Data Warehouse
  6. Chart Audit/QI
  7. Disease Registry

SUPERVISORY RESPONSIBILITIES:

None

MINIMUM QUALIFICATIONS:

Competencies:

  • Ability to respond to situations independently as they arise.
  • Proficient in creating and managing documentation, correspondence, presentations, and reports using database, spreadsheet, and word processing software.
  • Strong prioritization skills to manage multiple projects and deadlines in a dynamic environment.
  • Commitment to exceptional customer service.
  • Effective communication skills and ability to collaborate with diverse personnel.
  • Ability to balance attention to detail with a broader perspective.
  • Decision-making skills based on understanding underlying processes.

Education & Experience:

  • A minimum of four years of experience in administrative support is preferred.
  • At least two years of experience with database, spreadsheet, and word processing software is preferred.
  • A Bachelor's degree or a combination of relevant work experience and education.
  • Ability to travel to clinic sites as needed.

Essential Requirements:

  • Foster an environment of trust and cooperation among clients and staff.
  • Enforce policies and procedures, ensuring client confidentiality is maintained.
  • Participate in decision-making processes and understand the outcomes.
  • Understand and apply the values and principles of CHCN in work responsibilities.
  • Engage in outreach activities, agency advocacy, and serve on ad hoc committees as requested.

PREFERRED QUALIFICATIONS:

Knowledge of the following through education or experience:

  • Understanding of the managed care industry and healthcare.
  • Familiarity with community health centers.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is frequently required to talk or hear. The employee is frequently required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORKING CONDITIONS AND ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly exposed to an inside environment.

The Community Health Center Network is an Equal Opportunity Employer.

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