Clinic Operations Specialist

Overview

LifeLong Medical Care is looking for a Clinic Operations Specialist at our Pinole Health Center and Oakland TRUST Health Center. The Clinic Operations Specialist provides high-level administrative and operational support to Health Center site leadership. This role is responsible for managing provider appointment templates, compiling daily huddle data reports, supporting clinic scheduling, coordinating meetings, managing service tickets and escalations, assisting with supply and invoice processing, and supporting with staff leave requests. The Clinic Operations Specialist also serves as an essential liaison across clinical and non-clinical teams to ensure efficient clinic operations and exceptional service delivery.

 

Travel to other sites may be required to provide onsite support.

 

This is a full time, benefit eligible position. This position is in-person five days a week onsite.

 

LifeLong Medical Care is a multi-site, Federally Qualified Health Center (FQHC) with a rich history of providing innovative healthcare and social services to a wonderfully diverse patient community. Our patient-centered health home is a dynamic place to work, practice, and grow. We have over 15 primary care health centers and deliver integrated services including psychosocial, referrals, chronic disease management, dental, health education, home visits, and much, much more.

 

Benefits

Compensation: $25 - $33/hour. We offer excellent benefits including: medical, dental, vision (including dependent and domestic partner coverage), generous leave benefits including ten paid holidays, Flexible Spending Accounts, 403(b) retirement savings plan.

Responsibilities

• Provide high-level administrative support to Center Directors, Managers, Supervisors, and AMDs, including calendar management, meeting coordination, and general administrative assistance.
• Support the production of daily huddle reports using data and dashboards to inform clinical and operational decision-making.
• Serve as the building support for the health center site by submitting work orders, maintaining safety plans, completing space surveys, and updating equipment inventories.
• Track and manage site-specific service tickets, ensuring timely follow-up and escalating unresolved or incomplete tasks as appropriate.
• Submit and process orders for health center and office supplies, purchase requests, and invoices through Coupa.
• Prepare and manage incoming and outgoing mail, including handling registered and certified correspondence.
• Act as a liaison between staff and other sites on daily operational, programmatic, and administrative matters to ensure smooth coordination.
• Create, monitor, and adjust provider appointment templates in accordance with LifeLong’s Provider Template Protocol.
• Understand clinical workflows and service offerings at the health center to support accurate and effective scheduling.
• Assist clinical and operational leadership in maintaining accurate reporting and alignment with provider productivity and patient access goals.
• Track staff attendance and support communication of last-minute coverage needs due to callouts, schedule adjustments, or emergent situations.
• Attend meetings, prepare agendas and meeting minutes, and assist with reports, correspondence, and other assigned tasks.
• Review and preliminarily process employee timecards and leave requests in Paycom for accuracy and timely submission.
• Support and assist with tasks related to annual reviews, onboarding processes, and peer review documentation.
• Schedule and support logistics for internal programs such as Continuing Medical Education (CME) and LifeLong Clinician Association (LCA) meetings, including agenda preparation and minute-taking.
• Maintain well-organized documentation systems for tracking reports, presentations, and site-level administrative workflows requiring approval.
• Serve as a primary administrative contact for clinical and non-clinical staff, fostering strong working relationships with site leadership.
• Maintain strict confidentiality and ensure all activities are compliant with HIPAA and organizational privacy policies.
• Regularly provide feedback and updates to site leadership, contributing to communication loops and operational awareness.
• Complete other tasks as assigned by Health Center Operations Leadership to support overall clinic efficiency.

Qualifications

• Detail oriented with strong organizational, administrative, and problem-solving skills.
• Be flexible with a “can do”, proactive attitude and an ability to continuously “scan” the environment, identifying and taking advantage of opportunities for improvement.