Job Summary:

The Operations Specialist will manage inventory, ensure accurate ordering of supplies, oversee the maintenance and replacement of operational equipment and optimize administrative processes across all sites. In addition, the Operations Specialist will support the Operations Leadership Team, and will have direct oversight of the Special Projects Team and serve as liaison with internal and external stakeholders. The Operations Specialist will also work collaboratively with the Director and internal and external stakeholders to ensure all locations meets and exceeds overall performance and satisfaction expectations in order to achieve an excellent employee and client experience. The Operations Specialist will maintain scheduling, reporting, assigned databases and assist with special projects as assigned. Provides general office support to on variety of clerical activities and related tasks.

Essential Functions:

• Assist the Director and SVP in planning, organizing and coordinating functions related to the operations of all thirteen Employee Health and Wellness locations

• Manages scheduling for all clinic providers and staff to include Certified Medical Assistants, Licensed Practical Nurses, Registered Nurses, Nurse Practitioners, and Physicians across all of the Corporate Care/ Employee Health locations.

• Oversee/Guide/Train Special Projects team in regards to reserving the Agility schedule, Updating external client process, Creating fillable forms, Training Videos, Merging Duplicate charts, managing and documenting RTW requests, Productivity Check in/out reports, RTW reports, Documenting and notifying Positive employees

• Prepares, analyzes, and produces required reports for the Director and SVP

• Data Management and Analysis. Collect, organize, and store data in a way that is efficient and secure. Produce accurate and trustworthy reports. Identify and interpret patterns within the data.

• Maintain an updated client, customer, contractor and supplier management system

• Monitors Payroll E-Time and OT timesheet submissions, sending the information to the appropriate Manager for final approval and submitting to payroll to meet required deadlines.

• Assists coordinates pre-employment physicals with HR teams for remote hires through Agility scheduling portal and manages the employee health mailbox.

• Maintains and updates required HR and Corporate Care shared databases.

• Serves as primary point person to coordinate Agility System Training for HR Service Center staff .

• Collaborates with the Director on identifying ways to improve customer experiences

• Assist with ordering supplies and maintaining inventory level for all locations

• Train new employees as necessary and ensures policies and procedures are followed

• Assists the managers with coordinating and scheduling regulatory clinics (i.e. Influenza, fit testing, TB clinics) for the entire healthcare system.

• Submits Department of Transportation renewals in the National Registry

• Make important policy, planning, and strategy decisions.

• Organize and assist HR with facilitating post-offer physicals with external services.

• Provides support to the Operations Team with recruitment when necessary.

• Help promote a company culture that encourages top performance and high morale.

• Ensure all legal and regulatory documents are filed and monitor compliance with laws and regulatory agencies.

• Build alliances and partnerships with other organizations.

• Identify and address problems and opportunities for the company.

• Performs all other duties as assigned.

Job Requirements:

• High School Diploma or GED required within one (1) year of hire. Candidates who do not possess a High School Diploma or GED equivalent at time of hire will be provided the opportunity to enroll in a GED/HSEA program as a condition of employment. New hires will be provided one (1) year from date of hire to successfully complete a GED program and obtain their HSEA. *

• College degree preferred

• Relevant experience and/or training, or equivalent combination of education and experience

• Strong people management and organizational skills

• Possess the ability to analyze and improve operational processes

• Knowledge with tracking and reporting on operational performance for both external and internal clients

• Assisting with implementation of new processes and procedures

• Previous administrative support or background in general office work preferred.

• Excellent communication skills, both written and verbal

• Understanding of Microsoft Office, EMR systems and proficiency with computer skills

Hours:

• Monday - Friday, 8:00am - 4:30pm

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

RWJBarnabas Health is the most comprehensive health care delivery system in New Jersey, with a service area covering five million people. The system includes eleven acute care hospitals Clara Maass Medical Center in Belleville, Community Medical Center in Toms River, Jersey City Medical Center in Jersey City, Monmouth Medical Center in Long Branch, Monmouth Medical Center Southern Campus in Lakewood, Newark Beth Israel Medical Center in Newark, RWJUH- New Brunswick, RWJUH- Somerset in Somerville, RWJUH- Hamilton, RWJUH- Rahway and Saint Barnabas Medical Center in Livingston; three acute care children s hospitals and a leading pediatric rehabilitation hospital (Children s Specialized Hospital), a freestanding 100-bed behavioral health center, trauma centers, a satellite emergency department, ambulatory care centers, geriatric centers, the state s largest behavioral health network, comprehensive home care and hospice programs, fitness and wellness centers, retail pharmacy services, a medical group, multi-site imaging centers and an accountable care organization.

RWJBarnabas Health Medical Group is a multispecialty group practice comprised of highly trained and experienced world class primary and specialty care physicians. RWJBarnabas Health Medical Group physicians provide compassionate and innovative cutting-edge care for people at every stage of life at easily accessible facilities conveniently located throughout New Jersey. Backed by the vast continuum of resources of RWJBarnabas Health, the largest not-for-profit integrated health care delivery system in New Jersey and one of the largest in the nation, our dedicated physicians and expertly trained supporting staff continuously strive for clinical excellence.

We offer a great work environment, competitive rates and excellent benefits, including:

• Medical/Dental/Vision plans
• 401 (k)
• PTO
• Short & Long Term Disability
• Basic Life & Accidental Death Insurance
• Tuition Reimbursement
• Health Care/Dependent Care Flexible Spending Accounts

Equal Opportunity Employer