Operations Administrator

We are seeking a reliable, organized, and proactive Operations Administrator to support the day-to-day administrative and operational functions of the clinic. This role is responsible for ensuring that clinic workflows, schedules, communications, documentation, and administrative processes are coordinated efficiently and consistently.

The Operations Administrator will have a significant front-desk and patient-facing presence while also supporting clinic leadership with operational coordination and administrative requirements. The ideal candidate is professional, warm, detail-oriented, and able to manage multiple priorities while maintaining a high standard of service and confidentiality in a healthcare environment.

This position requires strong organizational and communication skills, sound judgment, initiative, discretion, and the ability to coordinate effectively with clinic staff, patients and families, healthcare professionals, and external contacts.

Key Responsibilities

Clinic Operations

• Support and coordinate the day-to-day administrative operations of the clinic.

• Ensure the smooth and efficient flow of patients, information, documentation, and administrative tasks.

• Coordinate schedules, appointments, meetings, and other operational activities.

• Monitor daily administrative requirements and follow up on outstanding tasks.

• Identify operational issues and coordinate with the appropriate staff or leadership to resolve them.

• Support the clinic leadership in the coordination and implementation of operational initiatives.

Front Desk & Patient Coordination

• Manage patient appointments, inquiries, communications, and related administrative requests.
• Coordinate with clinical staff regarding patient schedules, appointments, and operational requirements.

Administrative Coordination

• Organize, maintain, and update clinic files, records, databases, and administrative documentation

• Assist with procurement, supplies, facilities, and other administrative requirements as needed.

• Perform general administrative and clerical duties necessary to support smooth clinic operations.

• Handle sensitive and confidential information with professionalism and discretion.

• Support leadership with ad-hoc administrative, coordination, and operational projects.

Qualifications

• At least a Bachelor's degree in Administration, Healthcare Administration, Business, Communications, or a related field.
• At least 1 year of experience in an administrative, operations, coordination, or healthcare support role.
• Experience in a clinic, healthcare, education, childcare, or other patient/client-facing environment is an advantage.
• Pleasant, warm, and professional personality, with the ability to interact comfortably with children and their families.
• Excellent written and verbal communication skills.
• Strong organizational, coordination, and time-management skills.
• Excellent initiative, attention to detail and ability to maintain accurate records.
• Ability to multitask and prioritize competing responsibilities effectively.
• Proficiency in Microsoft Office and Google Workspace.
• Ability to handle confidential and sensitive information with discretion.
• Proactive, dependable, resourceful, and able to work independently with minimal supervision.
• Ability to work collaboratively with clinical, administrative, and leadership teams.

Reports To

Clinical Manager