Operations Support Coordinator- Internal Candidates Only

Operations Support Coordinator

Job Description

Department: Operations

Reports To: Chief Operating Officer

Works Closely With: Director of Nursing

FLSA Status: Proposed hourly nonexempt

Prepared Date: October 2026

This opportunity is open exclusively to current Coos County Family Health Services employees.

Position Summary

The Operations Support Coordinator provides administrative and operational support to the Chief Operating Officer and Director of Nursing and serves as the central point of coordination for clinical staff scheduling and timekeeping review. This position maintains staff schedules and provider and appointment schedules in the electronic medical record (EMR), tracks attendance and missed punches, and reviews clinical staff timesheets for accuracy and completeness. The Coordinator aligns staffing with clinic needs and follows through on scheduling and timekeeping issues with staff, supervisors, and HR.

This role requires strong computer skills, sound judgment, attention to detail, and the ability to manage changing priorities. The ideal candidate is organized, resourceful, collaborative, and comfortable identifying practical solutions and improving processes.

Essential Duties and Responsibilities

Administrative and Operational Support

• Provide administrative support to the COO and Director of Nursing, including calendar coordination, meeting preparation, correspondence, and document management.
• Prepare agendas, record meeting notes, track action items, and follow up on assigned deadlines and projects.
• Maintain organized operational records, contact lists, procedures, and shared resources; prepare reports, spreadsheets, and presentations as requested.
• Assist with staff onboarding logistics, orientation schedules, training coordination, and communication of approved workflow changes.
• Support projects and initiatives that improve clinic efficiency, communication, and patient access; identify recurring problems and recommend practical improvements.

Staff Scheduling and Coverage Coordination

• Serve as the primary contact for clinical staff scheduling; develop, maintain, and distribute schedules based on approved staffing plans, employee availability, clinic hours, and provider schedules.
• Coordinate schedules across departments and locations, including planned leave, training, meetings, and temporary assignments.
• Identify coverage gaps and promptly communicate them to the Director of Nursing, COO, or appropriate supervisor; coordinate approved coverage arrangements.
• Update schedules for callouts and other changes, communicate revisions promptly, and maintain a reliable current schedule for staff and leadership.
• Coordinate with HR and supervisors to keep scheduling information consistent with approved leave and employee status; flag potential overtime or coverage concerns for review.

Clinical Attendance and Timekeeping Review

• Track clinical staff attendance, callouts, late arrivals, early departures, and other attendance exceptions; maintain accurate records and flag patterns for supervisor and HR review.
• Monitor missed, duplicate, or inaccurate punches and follow up with employees and supervisors to obtain timely, documented corrections through approved procedures.
• Review clinical staff timesheets each payroll cycle for completeness and accuracy, including hours worked, earned time, employee status hours, and potential overtime.
• Coordinate needed earned time adjustments and timekeeping corrections with supervisors and HR; track unresolved items through completion before payroll deadlines.
• Compare timesheets with schedules to identify discrepancies and verify actual hours worked. Refer attendance concerns, leave determinations, disciplinary decisions, and final payroll approval to the appropriate supervisor or HR.

EMR Schedule Management

• Create and maintain provider and appointment schedules and templates in AthenaOne or the designated EMR, within assigned permissions and leadership-approved guidelines.
• Enter approved clinic hours, appointment types and lengths, provider availability, location assignments, administrative time, meetings, leave, and schedule blocks.
• Review upcoming schedules for accuracy, conflicts, missing availability, and alignment with staffing and room capacity; address discrepancies with the appropriate leader.
• Coordinate schedule changes with nursing, providers, front office teams, and other affected departments so patient appointments can be handled promptly.
• Support approved patient rescheduling workflows when provider availability or clinic operations change; refer clinical prioritization questions to licensed clinical staff.
• Troubleshoot scheduling issues within assigned access, escalate system problems to the appropriate support resource, and document approved template changes.

Communication and Accountability

• Serve as a central contact for scheduling coordination and operational updates; respond professionally and follow through on requests.
• Track and summarize staffing gaps, scheduling trends, and unresolved issues for leadership review.
• Protect confidential patient, employee, and organizational information and follow CCFHS privacy, security, and records procedures.
• Use leadership-approved staffing and scheduling rules. Obtain required approval for changes affecting staffing levels, overtime, provider templates, or patient access; leave clinical assignments and clinical decisions to designated clinical leaders.
• Perform other related duties as assigned.

Qualifications

• High school diploma or equivalent required; associate degree or additional education in business, healthcare administration, or a related field preferred.
• At least two years of administrative support, scheduling, or operations experience preferred, ideally in a healthcare setting.
• Strong proficiency with Microsoft Outlook, Teams, Word, and Excel, including maintaining spreadsheets and preparing accurate reports.
• Experience with an EMR or practice management system preferred; AthenaOne and multisite or FQHC experience are helpful.
• Ability to learn new systems, manage complex schedules, prioritize competing requests, and work independently while collaborating with others.
• Strong written and verbal communication, attention to detail, discretion, and practical problem-solving skills. Clinical licensure is not required for this administrative role.

Working Conditions and Physical Requirements

Work is primarily performed in an office or clinic setting and requires regular computer use, telephone communication, and coordination with multiple departments. The employee must be able to perform the essential functions of the position, with or without reasonable accommodation. Occasional travel between CCFHS locations and schedule flexibility may be needed to support operations.

Job Description Acknowledgment

This description outlines the general responsibilities of the position and may be updated as organizational needs change.