Operations Specialist

Description

Position Summary:

The Operations Specialist plays a vital role in enhancing the overall efficiency and effectiveness of agency operations. This position involves collaborating with leadership to implement process improvements, ensuring compliance with regulatory standards, and supporting various programs within the agency. The Operations Specialist fosters communication across departments, contributes to staff training initiatives, and assists in strategic projects, all aimed at optimizing operational performance and achieving organizational goals.

Role and Responsibilities

This person’s job responsibilities include, but are not limited to, the following:

• Assist with the operational needs of agency programs, including reviewing and improving systemic procedures to enhance efficiency.
• Collaborate with program directors to implement procedural and systematic enhancements across agency operations.
• Assist in the ongoing preparation for agency monitoring audits and re-licensing processes to ensure compliance and readiness.
• Oversee all clinical and Medicaid billing and documentation within the Outpatient Program, ensuring accuracy and compliance.
• Facilitate logistics for scheduling meetings, planning agendas, and preparing necessary materials.
• Maintain accurate records of clinician training, supervision, and training documentation, ensuring compliance with agency and licensing standards.
• Accountable for the annual re-licensing process for child-placing and residential programs; assist with contract renewals and additional program audits as directed.
• Ensure ongoing compliance with all licensed and contracted program requirements.
• Prepare documentation for contract and licensing renewals, ensuring all materials are complete and accurate.
• Ensure the accuracy and organization of electronic file systems through collaboration with various teams.
• Track and enter Therapist Adherence Measures (TAMs) for the MST Program, as well as CFARS/FARS for the Outpatient Program.
• Maintain updated records of staff supervision logs, group supervision logs, and documentation of other team meetings.
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• Keep Clinical Protocol information for each clinician upon onboarding and update it annually to reflect current practices.
• Assist in the development and delivery of training programs for staff on operational procedures, compliance requirements, and best practices.
• Facilitate communication between departments, stakeholders, and external partners to ensure operational objectives are met and feedback is effectively incorporated.
• Lead or participate in special projects that support the agency's operational goals and objectives, ensuring timely completion and adherence to quality standards.
• Provide assistance and backup to other departments as needed to ensure continuity of operations.
• Assist with tasks and responsibilities as requested by the Chief Clinical and Operations Officer (CCOO).

Qualifications

Competencies

• Interpersonal Communication Skills
• Professionalism, Critical Thinking and Teamwork
• Practice-based Learning and Quality Improvement
• Cultural Competence and Adaptation
• Organization and Technology

Physical requirements:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.  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 regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 25 pounds                     

Qualifications and Education Requirements

• Minimum of a bachelor’s degree with minimum of two years operations or administrative support experience
• Computer expertise in Microsoft Office Suite
• Ability to perform accurately and thoroughly with strong organizational skills
• Ability to communicate effectively both verbally and in writing
• Ability to pay attention to details of the contracts
• Ability to follow and promote agency policy and procedures
• Demonstrates accountability and responsibility for daily work
• Consistently display a positive attitude in addition to excellent customer service
• Work as part of a team and collaborate with co-workers and supervisors
• Demonstrates a commitment to service excellence and quality improvement
• CPR, First Aid Certification (will train)

EOE