Overview
Experienced Operations Coordinator / Executive Assistant ed Jobs in United States at Workana
Job Summary
We are seeking a dedicated and organized Office Administrator to join our team. The ideal candidate will be responsible for managing office operations, providing clerical support, and ensuring efficient communication within the office. This role requires strong computer literacy, excellent phone etiquette, and the ability to work collaboratively in a fast-paced environment.
Front Desk & Client Services
Greet clients with warmth and professionalism, creating a welcoming and safe environment
Check in clients, verify appointments, and assist with intake forms and documentation
Maintain strict client confidentiality in compliance with HIPAA regulations
Respond to client inquiries by phone, email, or in-person; provide general information and escalate clinical questions appropriately
Communication and Collaboration:
Act as a liaison between departments, fostering effective communication.
Collaborate with team members to streamline processes and improve overall efficiency.
Technology Proficiency:
Demonstrate proficiency in office software (e.g., Microsoft Office Suite) and office equipment.
Assist in troubleshooting basic technical issues and liaise with IT support when needed.
Problem-Solving:
Address day-to-day operational challenges and find practical solutions.
Identify opportunities for process improvement and contribute to a positive work environment.
Team & Administrative Support
Assist clinical staff with administrative tasks (printing materials, organizing workshops or events, etc.)
Coordinate meetings, conferences, and appointments, managing schedules and calendars.
Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Track and document staff attendance, credential renewals, and training schedules
Support onboarding of new hires (key cards, email setup, orientation materials)
Scheduling & Calendar Management
Coordinate and manage appointments for therapists, psychiatrists, and other providers
Confirm appointments, handle cancellations and reschedules
Monitor provider calendars to optimize client flow and minimize scheduling conflicts
Records & Documentation
Maintain accurate client files, both paper and electronic (via EMR systems such as ShareNote)
Upload treatment plans, progress notes, referrals, and insurance documentation
Prepare and submit insurance claims or client invoices as needed
Office Operations
Maintain a well-organized and tidy office environment.
Order and manage office supplies, ensuring availability for smooth operations.
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
Assist in onboarding new employees, providing necessary administrative support.
Liaise with IT, facilities, and vendors for office support needs
Billing & Payments
Work with billing departments or vendors to track outstanding balances
Follow up on insurance verifications, authorizations, and denials
Compliance & Reporting
Ensure all administrative procedures follow legal, ethical, and regulatory standards
Assist with audits, licensing inspections, and reporting requirements
Maintain organizational policies and help implement new procedures
Outreach:
Participation in setting up and or coordinating outreach events for the company .
Confidentiality:
Handle sensitive information with the utmost confidentiality and discretion.
Maintains client confidence and protects operations by keeping information confidential.
Other Duties:
Other duties will be assigned if need be, by operations for any overflow.
If you are passionate about supporting office operations and possess the necessary skills, we encourage you to apply for this exciting opportunity to contribute to our team as an Office Administrator.
Job Type: Full-time
Pay: $22.00 per hour
Expected hours: 40 per week
Benefits:
Health insurance
Paid time off
Schedule:
8 hour shift
Monday to Friday
Morning shift
Work Location: In person
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Title: Experienced Operations Coordinator / Executive Assistant ed
Company: Workana
Location: United States
