Administrative Operations Coordinator
This position is responsible for supporting all administrative processes, including support for the managers and providers within our practice. Our operations coordinator offers direct support to the management team to ensure that the practice operates seamlessly in caring for patients while supporting our team.
Primary Functions
Support day-to-day operations of the practice, working alongside the practice administrator and management team in a collaborative manner to focus on the needs of the practice and the team.
Admin Support:
- Assisting with practice documentation and correspondence, prioritizing and organizing high-level tasks, creating/maintaining spreadsheets, reports and surveys, alongside the administrator.
- Tracking project assignments via spreadsheets, coordinating with vendors, and offering direct communication and support to managers
- Research, prep, prioritize and follow up on projects, including compiling materials, drafting spreadsheets and presentations for various meetings and events, that may confidential, alongside the management team
- Manage an extremely active calendar of meetings and events; plan, coordinate and ensure the schedule is in line with practice and team goals, including participation in the annual Community Events & Team Events Calendar planning, prep and execution
- Field vendor inquiries, coordinating related meetings and assignments, tracking tasks and facilitating processes to ensure we meet deadlines, order and maintain inventory for administrative supplies
Community and Team Relations:
- Work closely with our Community Relations Team, supporting their role, including direct support for the referring providers and their practices, participating in on-site visits as needed.
- Attendance and participation in our community relations events to support the referring providers, some of these events are outside of normal business hours, up to 5 times a year.
- COPE Course Submission, including direct support in editing, formatting and combining provider PowerPoint presentations for educational events, alongside practice liaison and the administrator
- Plan, collaborate and coordinate team events and activities, alongside the management and community relations team, including research, comparison & alignment with prior year's planning for budget, timeline, activities, etc.
- Provide ongoing day-to-day team support in coordination with the management team, this requires a patient, warm and welcoming approach to all team members and providers
- Support management with new hires, coordinating interviews, leading the onboarding and orientation process for our new team members, including prep and follow-through
- Other duties and special projects as needed or assigned.
Requirements
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams, and Power Point)
- Proficient in Adobe Creative Cloud Suite & Website Updates for the practice
- Strong time management and organizational skills that reflect an ability to perform and prioritize multiple tasks with attention to detail and accuracy.
- Very strong interpersonal skills and an ability to build relationships with providers, team members, patients and local vendors, while offering a professional, warm and thoughtful approach
- Highly resourceful team-player, working collaboratively with management & our community relations team, demonstrating the ability to work under pressure and meet deadlines in a fast-paced environment, handling a wide variety of tasks and confidential matters with discretion
- Demonstrate an elevated level of team support, including developing and executing team training materials and hosting training sessions for the staff, alongside our management team
Perks:
- Full Benefits Package - Medical, Vision, Dental and Life Insurance
- 401k + Employer Matching
- Paid Time Off and Paid Holidays
- Paid Maternity Leave
- Optical Education Reimbursement
- Competitive Base Pay
Physical Requirements:
While performing the duties of this job, the employee is regularly required to facilitate oral and written communications and participate in ongoing interactions, including visual observations, verbal feedback and written correspondence, as communication is a key part of this role. The employee is occasionally required to stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
If you need assistance with this application, please contact (636) 227-2600
EyeCare Partners is an equal opportunity/affirmative action employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
Please do not contact the office directly – only resumes submitted through this website will be considered.
