Provider Operations Coordinator at Western Reserve Area Agency on Aging in Corporate - North Olmsted, OH 44070

Job description

• Overview
• Description
• Position Summary: Western Reserve Area Agency on Aging is seeking an organized, detail-oriented, and service-focused Provider Operations Coordinator. This position plays a key coordinating role in provider operations by managing scheduling, provider communications, documentation, and data tracking. The successful candidate will take lead responsibility for maintaining accurate provider records, coordinating certification and compliance-review processes, and ensuring provider inquiries and departmental assignments are routed, tracked, and resolved in a timely manner.

Responsibilities

• Coordinate daily workflow and priorities for the Provider Operations team, ensuring tasks, timelines, and follow-up activities are organized and completed.
• Serve as a primary contact for provider inquiries (calls, emails, correspondence), documenting issues, routing them to appropriate staff, and tracking them through resolution.
• Plan and coordinate provider orientations, technical-assistance sessions, staff conferences, and committee meetings, including scheduling, logistics, materials preparation, and follow-up on action items.
• Develop and maintain agendas, attendance records, meeting minutes, and action-item trackers, providing regular status updates to the Provider Operations Manager.
• Lead coordination of provider contracts from start to finish, including tracking contract requests, routing draft and final documents for review and approval, monitoring contract execution and renewals, maintaining contract records, and ensuring alignment with agency requirements and timelines.
• Lead coordination of initial and expansion provider-certification processes by organizing applications, maintaining checklists, tracking statuses, and following up on missing or incomplete documentation.
• Oversee the maintenance of provider records and structural-compliance documentation, ensuring files are complete, accurate, current, and confidential.
• Manage provider information within PIMS and other approved systems, ensuring data accuracy, consistency, and timely updates to support reporting and compliance monitoring.
• Coordinate provider communications, including notices and reports, ensuring content accuracy, appropriate approvals, timely distribution, and tracking of required responses or actions.
• Monitor and track certifications, expansions, technical assistance activities, compliance reviews, sanctions, deadlines, and assigned performance measures; escalate issues or delays as needed.
• Compile and interpret statistical and operational data to produce accurate productivity, status, and tracking reports for management.
• Identify opportunities to streamline provider operations processes and collaborate with the Provider Operations Manager and team to implement workflow improvements while safeguarding confidential information.

Requirements

• High school diploma or equivalent required; associate degree in business administration, office administration, health and human services, or a related field preferred.
• Two years of experience in program coordination, provider relations, healthcare or human-services operations, compliance, or contract-support preferred.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, databases, and electronic recordkeeping systems.
• Strong organization, data-entry, proofreading, written communication, telephone, and customer-service skills.
• Demonstrated ability to coordinate multiple projects or workflows simultaneously, meet deadlines, follow detailed procedures, maintain confidentiality, and communicate professionally with providers, employees, partners, and the public.
• Ability to work both independently and collaboratively, exercise sound judgment, and proactively identify and resolve routine operational issues.

Skills

Required

• Organization
• Data-entry
• Proofreading
• Written communication
• Telephone
• Customer-service
• Sound judgment
• Proactive problem-solving
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint

Benefits

• A generous six week PTO program and thirteen paid holidays
• An investment in professional development through a substantial, annual training funds allotment
• A 401K program with company match
• Mileage reimbursement
• Medical, Dental, Vision Benefits and so much more
• $24.49 - $24.50 Hourly