Operations Coordinator - Healthcare

Location: Fairfax, VA, with occasional travel to other practice locations

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

We are seeking a highly organized, dependable, and detail-oriented Operations Coordinator to support the daily administrative and operational functions of a busy Gynecologic Oncology practice.

This is primarily an administrative support and coordination role rather than a management position. The Operations Coordinator will support the Practice Administrator, Clinical Operations Manager, physicians, and practice team with office administration, provider credentialing, employee onboarding, scheduling, records management, IT coordination, basic financial administration, front desk coverage, and special projects.

The ideal candidate has strong organizational skills, attention to detail, and follow-through and is comfortable managing multiple tasks and deadlines in a fast-paced medical office. This position requires professionalism, confidentiality, flexibility, and a team-oriented approach.

Key Responsibilities

• Provide administrative and operational support to the Practice Administrator, Clinical Operations Manager, physicians, and practice team.
• Coordinate meetings, interviews, appointments, and provider calendars; prepare agendas, correspondence, presentations, and meeting minutes.
• Support provider credentialing, licensing, DEA registrations, NPI updates, hospital privileges, and payer enrollments, including applications, renewals, documentation, and expiration tracking.
• Assist with recruitment and employee onboarding, including job postings, application review, interview scheduling, candidate communication, system access, equipment requests, documentation, and orientation.
• Maintain confidential employee, provider, credentialing, and administrative records and assist with performance evaluation documentation.
• Assist with staff schedules, provider schedule templates, and administrative scheduling changes.
• Serve as a NextGen resource, supporting PAQs, EWNDs, basic system questions, and coordination of IT requests.
• Provide front desk support as needed, including patient check-in/check-out, insurance verification, co-pay collection, billing questions, and patient flow.
• Assist with medical records, chart preparation, scanning, and documentation while maintaining HIPAA and practice standards.
• Support basic financial administration, including bank deposits, invoices, accounts payable/receivable documentation, and routine financial reporting.
• Coordinate office supplies, equipment repairs, vendors, staff events, educational programs, and other practice needs.
• Support special projects and provide administrative assistance across the practice and other locations as operational needs arise.

Minimum Qualifications

• High school diploma or GED required.
• 1–3 years of administrative or medical office experience.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to manage multiple administrative tasks, priorities, and deadlines.
• Professional written and verbal communication skills.
• Ability to maintain confidentiality and appropriately handle sensitive employee and patient information.
• Strong interpersonal and customer-service skills.
• Ability to work independently on assigned tasks and seek guidance when appropriate.
• Dependable, flexible, and willing to assist in different areas of the practice as needed.
• Ability to work effectively in a busy, fast-paced medical office environment.
• Basic to intermediate proficiency with Microsoft Office and the ability to learn healthcare software and administrative systems.

Preferred Qualifications

• Experience in a physician practice, specialty medical office, or other healthcare environment.
• Associate degree in Business Administration, Healthcare Administration, Medical Office Administration, or a related field.
• Experience or exposure to provider credentialing, physician licensing, hospital privileging, or payer enrollment.
• Experience supporting employee onboarding or other HR-related administrative functions.
• Experience with electronic health record (EHR) systems, preferably NextGen.
• Experience with insurance verification, medical billing processes, or medical records.
• Knowledge of medical terminology.
• OB/GYN, oncology, or women’s health experience is a plus.
• 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, including 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
• Occasional travel to other practice locations
• Occasional overtime may be required

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.

This is an excellent opportunity for an administrative professional who enjoys supporting a healthcare team and wants to expand their experience across medical office administration, provider credentialing, employee onboarding, scheduling, EHR systems, and practice operations.