Operations Coordinator

Make an Impact Behind the Scenes Join a collaborative team where your organization, attention to detail, and problem-solving skills help keep daily operations moving forward. You’ll support leadership, coordinate important administrative and operational activities, and contribute to process improvements across the department. Location: Bethesda North Hospital at 10500 Montgomery Road, Cincinnati, OH 45242 Work Hours: Full Time Days No weekends, holidays, or on-call commitment Job Requirements: Associate's Degree (Required) Equivalent experience accepted in lieu of degree (Preferred) 1 - 2 years’ experience related field (Required) Strong analytical, Organizational, Interpersonal and customer service skills Ability to prioritize and manage multiple responsibilities/tasks Word processing and spreadsheet skills required Benefits & Perks: We offer competitive shift differentials, opportunities for professional growth, and a comprehensive benefits package that may include medical, dental, vision, paid time off, retirement savings plans, and tuition reimbursement. For more information, please visit our benefits page: https://careers.trihealth.com/what-we-offer/benefits Job Overview: This position is responsible for coordinating the ongoing non-clinical operational issues of assigned units/departments and provides administrative support to assigned directors and managers. This position must have proficient computer spreadsheet, database, and word processing skills. May support any of the following: financial management and reporting, billing, admitting/charting (as applicable in clinical offices), technology support, process improvement projects, scheduling, payroll, incentive, and contracted employee tracking, supply and forms inventory control, ordering and cost containment. The position coordinates interdepartmental and intradepartmental meetings and activities necessary to the support of the management team. This position provides secondary support to identified cost centers on an as needed basis and may provide relief coverage for the other clerical or administrative support staff. Job Responsibilities: Coordinates many aspects of the operations function including, personnel data tracking for assigned management team, communications, scheduling, paperwork and orientation processes, management team schedules and meetings, and any other operational tasks. Develops and maintains database/spreadsheet systems for tracking staff participation in staff meetings, education, etc. Prints of materials for new employee orientation or other education. Develops and maintains tracking tools for time and attendance. Coordinates, develops and maintains shared network drive folders, file maintenance, and access rights of the management team files. Provides supply and management support. Establishes and maintains an appropriate par level for all needed supplies. Takes inventory of supplies and orders supplies as needed. Processes purchase order requests, capital budget requests, and PC pool requests. Processes invoices for prompt and accurate payment. Assists in surveying the work area’s structural appearance and compliance with all fire, safety, and regulatory requirements of the area. Submits work orders as necessary and follow up to ensure work is completed. Provides administrative and operational support in the practice. Provides additional leadership to practice as well as responsible for Athena scheduling, processing lab reqs, and results fee ticket printing. Also works with Office Manager on interviewing new hires and is backup for Kronos. Provides financial management support. Participates in annual budget development. Monitors and follows up on budget variances. Collects and compiles unit or service-line statistics. Assists in the preparation of quarterly operations reports and gap analyses. Develops and implements systems to audit non-salary expenses, including capital equipment and supplies. Prints and organizes financial reports and distributes to the management team. Provides clerical support as needed. Processes updated policies and procedures to departments and appropriately files in policy and procedure manuals. Copies, distributes, and files materials as directed. Types meeting minutes and correspondence as needed. Coordinates and organizes the scheduling of meetings. Reserves conference rooms an coordinates refreshments as needed. Types and processes new or revised policies and procedures as needed. Enhances the daily efficiency of operations. Develops and participates in projects to improve operations. Makes every effort to improve quality while reducing costs. Develops and maintains effective working relationships with peers and other departments. Communicates pertinent information in a timely manner. Recognizes and initiates process changes that would improve service. Maintains records and reports in an accurate and organized manner to assure easy retrieval of data. Assists the nurse managers in staffing and scheduling activities. Provides support to the management team in the development and maintenance of computerized master schedules. Assists with ongoing schedule file maintenance as necessary. Working Conditions: This role involves a combination of physical activity, sensory engagement, and technical precision. Below is an overview of the key aspects of the position: Bending - Climbing - Rarely Concentrating - Consistently Continuous Learning - Consistently Hearing: Conversation - Consistently Hearing: Other Sounds - Frequently Interpersonal Communication - Consistently Kneeling - Occasionally Lifting <10 Lbs. - Frequently Lifting 50+ Lbs. - Rarely Lifting <50 Lbs. - Occasionally Pulling - Rarely Pushing - Occasionally Reaching - Rarely Reading - Consistently Sitting - Consistently Standing - Rarely Stooping - Talking - Consistently Thinking/Reasoning - Consistently Use of Hands - Consistently Color Vision - Occasionally Visual Acuity: Far - Frequently Visual Acuity: Near - Consistently Walking - Frequently TriHealth SERVE Standards and ALWAYS Behaviors At TriHealth, we believe there is no responsibility more important than to SERVE our patients, our communities, and our fellow team members. To achieve our vision and mission, ALL TriHealth team members are expected to demonstrate and live the following: Serve: ALWAYS... • Welcome everyone by making eye contact, greeting with a smile, and saying "hello" • Acknowledge when patients/guests are lost and escort them to their destination or find someone who can assist • Refrain from using cell phones for personal reasons in public spaces or patient care areas Excel: ALWAYS... • Recognize and take personal responsibility to address and recover from service breakdowns when a customer's expectations have not been met • Offer patients and guests priority when waiting (lines, elevators) • Work on improving quality, safety, and service Respect: ALWAYS... • Respect cultural and spiritual differences and honor individual preferences. • Respect everyone's opinion and contribution, regardless of title/role. • Speak positively about my team members and other departments in front of patients and guests. Value: ALWAYS... • Value the time of others by striving to be on time, prepared and actively participating. • Pick up trash, ensuring the physical environment is clean and safe. • Be a good steward of our resources, using supplies and equipment efficiently and effectively, and will look for ways to avoid waste. Engage: ALWAYS... • Acknowledge wins and frequently thank team members and others for contributions. • Show courtesy and compassion with customers, team members and the community