Summary
This position provides administrative support for the Practice Administrator and the Operations Team in all locations.
Essential Duties:
The Operations Assistant supports the daily administrative and operational functions of a pediatric practice to ensure
efficient workflows, exceptional patient experiences, and compliance with healthcare regulations. This role works
closely with leadership and operations team to coordinate office operations, optimize processes, and maintain a
welcoming, family-centered environment.
Key Roles & Responsibilities:
- Assist with contract documentation, send correspondence to vendors, and file completed documents electronically.
- Enter on-call information and process changes to schedule/communicate with the answering service.
- Manages the results of the patient satisfaction survey on a weekly basis.
- Templates - Change provider templates (when provider schedule changes), remove provider templates when needed
for vacations, leaving the practice, etc. Make sure that provider templates are in place at least 14 months out.
- Add new appointment types/reasons within EHR.
- Run the following reports: Daily appointment report for Survey text, Monthly third next available report, and any other
assigned reports.
- Update CAQH and BetterDoctor site every 120 days for all Providers.
- Maintain correspondence with insurance carriers on the departure of Providers.
- Create monthly Front Desk schedule and update as necessary.
- Generate memos, emails and reports when appropriate and requested.
- Maintain confidential records and files in coordination with Provider credentialing.
- Facilitate the process around new and transferred Provider credentialing and the re-credentialing of all current
providers.
- Track Living the Pact (LTP) nomination, by running weekly reports through Nectar, and sending weekly and
monthly email to all team members. Run monthly spotlight random draw, and reward the team member that
receives that award with the Nectar points.
- Available to other team members and patients that have questions and/or requests.
- Process Reach out and Read (ROR) report, twice per year and be the primary contact for ROR program.
- Gather/Process/Prepare the mail for the billing department.
- Scan and save the Delay letters received in the mail Upload the mail received for PedsOne
- Other duties as assigned.
Interpersonal Skills
- Expresses written ideas clearly and informatively Speaks clearly and persuasively in positive or
negative situations
Administrative Coordinator
Job Description
Approved By: Finance and HR Operations Manager
Last Updated: August 2026
- Exhibits good listening and comprehension
- Exhibits tact and consideration
- Offers assistance and support to co-workers
- Works actively to resolve conflicts
- Balances team and individual responsibilities
- Exhibits objectivity and openness to others' views
- Builds morale and group commitments to goals and
objectives
- Communicates changes effectively
- Exhibits confidence in self and others
- Maintains punctual, regular and predictable
attendance
- Works collaboratively in a team environment with a
spirit of cooperation.
- Inspires and motivates others to perform well
- Displays passion and optimism
- Inspires respect and trust
- Provides vision and inspiration to peers and where
applicable subordinates
- Adapts and is able to deal with frequent change,
delays, or unexpected events
- Maintains objectivity
- Changes approach or method to best fit the situation
- Uses authority appropriately to accomplish goals
- Displays original thinking and creativity
- Displays willingness to make decisions and includes
appropriate people in decision-making process
- Exhibits sound and accurate judgment
- Respectfully take direction from manager.
- Bi-Lingual (Spanish) preferred
Qualifications
Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety
or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential duties.
Education & Experience
College degree in health care related field or ten years’ experience in healthcare insurance industry. Or an equivalent
combination of education and experience.
Certificates, Licenses and/or Registrations
College degree, preferred.
Language Skills
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple
correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients,
and other employees of the organization.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Computer Skills
Job requires specialized computer skills. Must be adept at using various applications including database, spreadsheet, report
writing, project management, graphics, word processing, presentation creation/editing, communicate by e-mail and use
scheduling software.
Administrative Coordinator
Job Description
Approved By: Finance and HR Operations Manager
Last Updated: August 2026
Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to
deal with problems involving several concrete variables in standardized situations.
Physical Demands & Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform
the essential duties of this job. The work environment characteristics described here are representative of those an employee
encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals
with disabilities to perform the essential duties.
While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel and talk or hear. T
Pay: $25.17 - $33.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Paid training
- Vision insurance
Work Location: Remote
