Position Summary:
The Office & Clinical Operations Coordinator serves as a central operational and administrative support role for the WestCare Ohio facilities, combining front office management, organizational coordination, procurement oversight, and clinical services support. This position functions as the primary hub for day-to-day office operations and is responsible for ensuring efficient administrative workflows across departments.
The Coordinator maintains a professional and welcoming office environment while independently managing scheduling, purchasing, inventory systems, vendor coordination, administrative reporting, and clinical intake support. This role requires strong organizational judgment, initiative, discretion, and the ability to manage multiple operational priorities simultaneously in a fast-paced nonprofit and behavioral health environment.
The ideal candidate is proactive, highly organized, solutions oriented, and capable of anticipating organizational needs with minimal supervision.
Essential Job Functions:
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Serves as the primary operational point of contact for visitors, vendors, callers, clients, and staff while maintaining a professional, organized, and welcoming office environment reflective of WestCare’s mission and standards.
- Manages front office operations including reception coverage, visitor management, call routing, intake support, scheduling coordination, and administrative communications.
- Independently manages procurement processes for office supplies, operational equipment, printed materials, and facility needs, including purchase order coordination, vendor communication, invoice tracking, and procurement documentation.
- Maintains organizational calendars and coordinates scheduling for meetings, appointments, trainings, and internal events while proactively communicating schedule updates and conflicts across departments.
- Oversees inventory management systems by monitoring office, clinical, and operational supply levels; establishing reorder thresholds; conducting inventory audits; and independently initiating replenishment before shortages occur.
- Coordinates proactively with leadership, program, marketing, and clinical teams to anticipate operational, front-facing, and promotional material needs to ensure readiness for meetings, events, outreach activities, and service delivery.
- Receives, sorts, distributes, and tracks incoming mail and packages while maintaining accurate administrative records and correspondence logs.
- Maintains and strengthens vendor relationships through consistent communication, coordination, and evaluation of cost effectiveness, quality, and operational efficiency.
- Partners with Accounting to assign and track purchase orders, process check requests and expense documentation, reconcile procurement records, and support compliance with organizational financial procedures.
- Maintains administrative databases, agency contact records, vendor files, and operational documentation to ensure accuracy, accessibility, and compliance with organizational standards.
- Provides administrative support to Clinical Services through appointment scheduling, intake coordination, referral tracking, documentation support, reminder calls, and confidential client communication in accordance with HIPAA and organizational standards.
- Maintains a working knowledge of all WestCare programs, services, locations, and referral processes to serve as an informed resource for staff, clients, partners, and community members.
- Tracks and maintains visitor, call, and service inquiry logs while identifying trends, operational needs, and community concerns to share with leadership for planning and outreach purposes.
- Exercises independent judgment in prioritizing operational needs, resolving administrative issues, and supporting cross functional organizational workflows.
- Collaborates with staff across departments to support organizational operations, communication, problem solving, and continuity of services.
- Assists with preparation for meetings, trainings, audits, site visits, and community events as assigned.
- Embraces and embodies the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation.
- Performs all other duties as assigned.
Essential Qualifications:
Certifications/Licenses:
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Relevant certification(s) in office administration, healthcare administration, medical office operations, or customer service preferred.
- Certified Professional Receptionist or related credential preferred.
- Valid driver’s license and ability to obtain and maintain WestCare vehicle insurance required.
Education:
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High School Diploma or equivalent required.
- Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, Nonprofit Management, or a related field preferred.
Experience and Competencies:
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Minimum of three (3) years of progressively responsible experience in office administration, healthcare administration, operations coordination, nonprofit administration, or related operational support roles required.
- Experience supporting behavioral health, healthcare, nonprofit, or clinical operations strongly preferred.
- Demonstrated experience managing purchasing processes, inventory systems, vendor coordination, scheduling, or office operations required.
- Strong organizational, multitasking, and time management skills with the ability to effectively manage competing priorities in a fast paced environment.
- Demonstrated ability to exercise sound judgment, discretion, professionalism, and confidentiality.
- Excellent written and verbal communication skills required.
- Professional appearance and demeanor required.
- Ability to work independently and proactively with minimal supervision while maintaining strong collaboration across teams.
- Proficiency in Microsoft Office Suite including Word, Excel, Outlook, Teams, and shared scheduling systems required.
- Experience with purchasing software, scheduling systems, electronic health records, or inventory management platforms preferred.
- Strong attention to detail and ability to prepare professional correspondence, reports, and documentation independently.
- Adherence to the highest standards of ethical conduct and confidentiality.
- Ability to adapt quickly to changing operational priorities and organizational needs.
Working Conditions:
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Work is primarily performed in an office or indoor setting.
- Occasional travel between multiple locations may be required.
- Occasional lifting, carrying, and moving of office or operational supplies may be required.
- This role may occasionally serve in an on call capacity related to operational or facility support needs.
- Regular and prompt attendance is required throughout employment.
Essential Physical and Mental Demands of the Job
The employee must be able to perform the following essential duties and activities with or without accommodation:
Physical Demands:
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Requires mobility and physical activity necessary to work in office, facility, and community environments including standing, walking, bending, reaching, lifting, and sitting for extended periods of time.
- Requires the use of computers, phones, printers, and office equipment including repetitive hand and finger movement.
- Requires occasional lifting and carrying of supplies or materials up to 50 pounds.
- Requires effective verbal communication with staff, clients, vendors, and community members.
- Requires hearing and visual ability sufficient to perform administrative and operational tasks accurately.
- Potential exposure to human blood, bodily fluids, or tissues may occur as a condition of employment. Appropriate personal protective equipment will be made available.
Mental Demands:
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Requires the ability to collect, organize, analyze, and communicate operational, numerical, and written information effectively.
- Requires the ability to manage multiple priorities, interruptions, and operational responsibilities simultaneously.
- Requires the ability to work cooperatively with clients, coworkers, leadership, vendors, and community partners.
- Requires the ability to work effectively under stress and in emotionally charged settings.
- Requires the ability to utilize approved verbal de escalation techniques in challenging situations.
