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Center Operations Specialist

1 month ago

Riverside, California, United States Intercare Therapy Full time
Job Description

The Center Operations Specialist plays a vital role in ensuring the smooth operation of our clinics. This position is responsible for providing administrative, technical, and organizational support to team members, ensuring organizational effectiveness, efficiency, and safety at all facility sites.

Key Responsibilities:
  • Maintain and stock facility forms, materials, office supplies, and equipment
  • Collaborate with Talent and IT departments to ensure equipment is ordered for new team members
  • Issue tablets/phones/equipment to new team members and collect devices from terminated team members
  • Assist with basic troubleshooting for all technology needs and act as a liaison to assist the IT team and Director of IT and Facilities
  • Maintain required site postings (e.g., EDD employee posters, worker's compensation contact information, and Intercare Therapy messaging)
  • Maintain Intercare Therapy logos/flags/etc. to create a consistent personality in each Intercare Therapy site
  • Maintain a clean, safe, and secure working environment
  • Manage opening and closing procedures of the facility
  • Assist with responding to and reporting of potential privacy/information security and/or compliance concerns
  • Function as safety officer by assisting in all documentation and procedural protocols in the event of evacuations and safety incidents
  • Conduct routine safety drills (e.g., fire drills, safe room drills)
  • Assist in the maintenance of OSHA standards and logs
  • Assist in infection control by ensuring adequate and functioning respirators and infection control supplies are maintained on site, coupled with documented procedural practices for infection control
  • Ensure security, integrity, and confidentiality of client documents, including all Protected Health Information (PHI)
  • Conduct site reviews (e.g., rounding of privacy and safety practices) and report review information
  • Serve as liaison between contractors and company or team members
  • Host external auditors/site visitors and manage any needed notifications
  • Manage sign-in/sign-out procedures and maintain visitor logs
  • Partner with Human Resources and Compliance team to update and maintain office policies as necessary
  • Check mailbox and distribute mail to team members
  • Maintain communication with local leadership team
  • Attend meetings, as applicable
  • Provide breaks and lunches for clients, as applicable
  • Assist administration team with other administrative or clerical duties, as needed
  • Respond to emergency/security calls during evenings and weekends, as applicable
Clinic-based Services:
  • Provide clinic tours for prospective team members or clients
  • Serve as first point of contact for all issues related to clinic-based services
  • Ensure center-based emergency and other applicable forms are on file and updated
  • Manage sign in and sign out procedures for clients, including monitoring for early and/or late arrivals or pick-ups
  • Audit schedule to sign-in sheet
  • Maintain records on all clinic services and utilities
  • Monitor bus schedules and procedures, as applicable
  • Assist in the coordination of transportation requests as needed
  • Notify Clinical Director of transportation incidents, as applicable
  • Assist Clinical Director and Scheduling Team in organizing and communicating client room assignments
  • Assist Clinical Director or Assistant Clinical Director in monitoring and reporting center room availability
  • Notify clinical team of any pertinent information communicated by parents at drop off or pick up
Marketing/Recruiting:
  • Assist marketing and talent teams with projects and endeavors across the region as needed

Requirements:

  • High-school diploma, required
  • Associate's degree from an accredited college, preferred
  • RBT certification, (required in Bay Area, and Sacramento (,CA); preferred in other regions)
  • The equivalent of one plus years prior office management experience in a similar office setting, preferred
  • Experience with marketing campaigns and development of marketing materials, preferred

Skills, Abilities, and Other Requirements:

  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Excellent interpersonal skills
  • Strong organizational and planning skills
  • Proficient in Microsoft Office Suite and/or equivalent
  • Knowledge of clerical practices and procedures
  • Knowledge of business and management principles
  • Consistently exudes positivity
  • Exceptional communication and leadership skills that foster the skills necessary to educate, train, motivate, empower, reinforce, influence, coach, provide feedback, and effectively execute conflict resolution
  • Consistently demonstrate good judgment and decision-making skills
  • Exercise confidentiality and discretion pertaining to the work environment
  • Sensitive to working with an ethnically, linguistically, culturally, and economically diverse population
  • Demonstrate high commitment to excellent customer service
  • Demonstrate flexibility and ability to reprioritize
  • Commitment to functioning as a team player
  • Travel to multiple work sites both locally and within assigned region(s) regularly; reliable transportation needed; proof of valid driver's license, current auto insurance identification card and registration
  • Maintain required trainings. May include state and funding specific trainings, such as safety care training, first-aide training, CPR BLS training, physical management training (as applicable), and Fraud, Waste, and Abuse training
  • Must clear DOJ/FBI background check and exclusion screening process, prior to and during employment
  • Must provide proof of absence of Tuberculosis (TB) at time of hire and every 4 years, or sooner as required by funding sources, from last negative TB reading, and any additional follow-up testing.
  • Must provide proof of COVID-19 vaccine*
  • Documentation of Physical Capability to Perform Services (with or without reasonable accommodation)
  • Permission to Disclose Health Screening Medical Information to required funding sources and complete background checks, as applicable