Operations Coordinator - Healthcare

Operations Coordinator – Healthcare

On-site | Healthcare & Life Sciences | Full-time
Fairfax, Virginia, United States

Description

Location: Fairfax, VA, with occasional travel to other practice locations (approximately 10%)

Schedule: Full-time (40 hours/week), Monday–Friday, 8:00 a.m. to 4:30 p.m.

Pay Range: $24–$26 per hour, based on experience

Position Overview

Our client is seeking a highly organized, proactive, and detail-oriented Operations Coordinator to support the daily administrative and operational functions of a busy Gynecologic Oncology practice.

This position provides comprehensive support to the Practice Administrator, Clinical Operations Manager, physicians, and leadership team. The role combines practice administration, physician credentialing, employee onboarding, scheduling, front-office support, financial reporting, project coordination, and IT liaison responsibilities. 

The ideal candidate can manage multiple priorities and deadlines, maintain strict confidentiality, exercise sound judgment, and work effectively in a fast-paced healthcare environment.

Key Responsibilities

• Provide administrative and operational support to the Practice Administrator, Clinical Operations Manager, physicians, and leadership team. 
• Coordinate leadership and physician meetings, interviews, appointments, and provider calendars; prepare agendas, presentations, and meeting minutes. 
• Coordinate physician credentialing, licensing, DEA registrations, NPI updates, board certifications, hospital privileges, and payer enrollments. 
• Maintain credentialing files, monitor expiration dates, and prepare applications, renewals, privilege requests, and supporting documentation. 
• Support recruiting and employee onboarding, including job postings, resume review, interview scheduling, candidate communication, access requests, equipment setup, documentation, and orientation. 
• Assist with employee performance evaluation documentation and maintain confidential personnel and provider records. 
• Assist with staff schedules and provider schedule templates and adjustments. 
• Serve as a NextGen superuser, supporting PAQs, EWNDs, system questions, and basic troubleshooting. 
• Serve as the primary liaison with IT for hardware, software, system access, and technology-related issues. 
• Provide front desk coverage when needed, including insurance verification, co-pay collection, billing inquiries, and patient-flow support. 
• Pre-audit charts, manage patient records, and support HIPAA and practice compliance.
• Assist with bank deposits, accounts receivable/payable activities, and monthly and quarterly financial reporting. 
• Coordinate office supplies, equipment repairs, vendors, and service requests. 
• Support employee engagement, educational events, marketing initiatives, and physician activities. 
• Coordinate workflow improvements, operational initiatives, and multiple special projects while managing competing priorities and deadlines. 

Minimum Qualifications

• High school diploma or GED required 
• Minimum 2 years of administrative experience in a medical practice, healthcare setting, or professional medical office
• Strong organizational, time-management, and multitasking skills with the ability to manage competing priorities and deadlines 
• Excellent written and verbal communication skills 
• Ability to maintain strict confidentiality and exercise sound judgment 
• Strong interpersonal and customer-service skills 
• Strong problem-solving, analytical, and critical-thinking skills 
• Ability to work independently in a fast-paced healthcare environment 
• Ability to coordinate multiple projects simultaneously with minimal supervision 
• Ability to quickly learn new software, technology, and operational processes 
• Flexibility to adapt to changing priorities and operational needs 
• Ability to travel occasionally to support practice operations 

Preferred Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or a related field 
• Minimum 3 years of administrative experience in a medical practice or healthcare setting 
• Experience with physician credentialing, licensing, hospital privileging, or payer enrollment 
• Experience supporting executive leadership or practice administration 
• Experience coordinating employee onboarding, performance evaluations, or other HR-related administrative functions 
• Experience with medical billing systems, medical terminology, or coding 
• Knowledge of medical terminology, particularly OB/GYN or women’s health 
• Experience with Microsoft Office Suite, NextGen, UKG, and electronic health record (EHR) systems
• Bilingual English/Spanish is a plus

Compensation

• $24–$26 per hour, based on experience. 
• Mileage reimbursement for approved work-related travel. 

Benefits

• Medical, dental, and vision insurance 
• Flexible spending and health savings accounts 
• 401(k) retirement plan 
• Paid time off (vacation, sick, personal) and paid holidays 
• Mileage reimbursement 
• Supplemental insurance: prescription, accident, critical illness, and hospital indemnity 
• Employee Assistance Program (EAP) 

Schedule

• Monday to Friday 
• 8:00 a.m. to 4:30 p.m. 
• Full-time (40 hours/week) 

Work Environment

• Professional medical office setting 
• In-person position 
• Approximately 10% travel 
• Occasional overtime may be required 

The client's original description specifically identifies a professional medical-office environment, occasional travel/overtime, and the physical requirements associated with an office and clinical setting. 

About Our Client

Our client is a leading women’s healthcare network serving the Greater Washington, DC, Northern Virginia, and Maryland region, with more than 150 OB/GYN providers.

Their Gynecologic Oncology practice provides specialized care to women facing gynecologic cancers and operates in a busy, collaborative healthcare environment. They are seeking an Operations Coordinator who can help ensure efficient practice operations, provider readiness, regulatory compliance, and a positive experience for patients and staff. 

This is an excellent opportunity for an experienced healthcare administrative professional looking to expand their responsibilities across practice operations, credentialing, onboarding, project coordination, and physician support within an established women’s healthcare organization.