Operations Assistant

Position Title:    Operations Assistant

Supervisor:        Operations Manager

FLSA Status:       Non-Exempt

Mission:

To provide our patients and community the most innovative and breakthrough treatment options to improve overall health and wellness.

Values:

Patient Experience

Innovation

Integrity

Teamwork

Job Summary:

The Operations Assistant supports the day-to-day operational needs of the organization by coordinating employee onboarding and offboarding, equipment management, training, documentation, compliance activities, and general operational support. This position works across multiple departments to ensure operational processes are organized, completed efficiently, and properly documented. The role regularly interacts with employees, vendors, technology systems, equipment, and office facilities to help maintain smooth business operations.

Responsibilities include, but are not limited to:

• Assist with employee onboarding and offboarding, including equipment setup, account provisioning, system access, and training coordination.
• Create, maintain, and update employee instructions, procedures, job aids, and training materials.
• Assist with employee training related to technology, systems, and operational processes.
• Maintain records of company devices, including assignment, reassignment, repair, replacement, retirement, and disposal.
• Provide first-level support for basic technology issues and coordinate with IT staff or vendors when additional assistance is required.
• Assist with HIPAA and compliance initiatives, including meetings, documentation, training, audits, and follow-up activities.
• Coordinate equipment installations, relocations, repairs, replacements, and office workspace changes.
• Assist with purchasing, inventory management, shipping, receiving, and organization of equipment and supplies.
• Serve as a liaison between employees, vendors, and internal departments to help resolve operational issues.
• Maintain accurate operational records, inventories, checklists, and documentation.
• Assist with special projects, process improvements, and other operational initiatives as assigned.
• Perform other duties as assigned.

Supervisory Responsibility:

This position has no supervisory responsibilities.

Qualifications:

• High school diploma or equivalent required; associate degree in business, healthcare administration, information technology, or a related field preferred.
• 1-3 years of administrative, operations, office support, customer service, or related experience.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Healthcare, HIPAA, IT support, or operations experience preferred.
• Valid driver's license and reliable transportation for occasional local travel between office locations.

Skills & Abilities:

• Highly organized with strong attention to detail and follow-through.
• Comfortable working with computers, mobile devices, business software, and office technology.
• Strong communication, interpersonal, and customer service skills.
• Ability to identify and resolve routine operational and technology-related issues.
• Customer-service mindset with a focus on providing responsive and professional support to employees and vendors.
• Ability to work independently, prioritize multiple tasks, and adapt to changing priorities.
• Willingness to perform a combination of desk-based and hands-on work throughout the day.

Work Environment:

While performing the duties of this job, the employee regularly works in an office setting.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to walk; sit; use hands to grasp or handle, objects, tools, or controls; reach with hands and arms; stoop, kneel, or crouch; talk or hear. The employee must occasionally lift or move up to 30 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Compensation & Work Schedule:

• Full-time: 40 hours/week.
• Non-Exempt.
• Day Shift: Monday – Friday.
• No evenings or weekends.
• A competitive benefits package including medical, dental, vision, disability, and life insurance, 401(k) plan, PTO, paid holidays, and HSA plan is offered.
• Mileage reimbursement for work travel at standard IRS rate.

This is a hands-on operations position, not a traditional administrative assistant or full-time desk position. The ideal candidate enjoys working with people, technology, equipment, and processes and is comfortable switching between tasks throughout the day.