Operations Assistant

Operations Assistant (Patient Experience Focus) – Part-Time

Location: On-site
Hours: ~30 hours/week
Compensation: $15–$18/hour, depending on experience and demonstrated capability

We’re looking for someone who genuinely loves people, thrives in a fast-paced environment, and takes pride in creating exceptional experiences.

This is not a traditional front desk role. You’ll be at the center of our clinic—supporting patient experience, operations, administration, and marketing execution. Every day looks a little different, and that’s exactly how you like it.

If you’re someone who notices what needs to be done before being asked, enjoys staying busy, and brings positive energy into every interaction, this role was built for you.

Patient Experience & Front-of-House

• Greet and welcome patients with warmth and professionalism
• Create a high-touch, hospitality-driven experience (including small touches like offering coffee or ensuring comfort)
• Support in-person scheduling and patient flow
• Ensure every patient feels seen, cared for, and confident in their visit

Administrative & Financial Coordination

• Maintain accurate and organized patient records (scanning, filing, shredding)
• Prepare and communicate insurance benefit summaries clearly
• Collect copays and follow up on outstanding balances with professionalism and confidence
• Provide invoices and ensure patients understand the financial side of their care

Clinic Operations

• Keep the clinic clean, organized, and fully stocked
• Manage laundry, room readiness, and daily operational tasks
• Ensure the environment consistently reflects a high standard of care

Marketing & Brand Support

• Support the Marketing Director with execution tasks and errands
• Run occasional off-site errands (printing, supply pickup, deliveries)
• Deliver marketing materials to referral partners
• Order and manage inventory of brochures, supplies, and swag
• Keep in-clinic marketing materials current and organized
• Capture patient experience content (photos/videos, as appropriate)
• Ask happy patients for Google reviews

Team & Operations Support

• Communicate clearly with clinicians and team members to ensure a seamless patient experience
• Support leadership (CEO and Operations Manager) with day-to-day needs
• Step in wherever needed to keep the clinic running smoothly

You might be a great fit if you:

• Have a naturally warm, outgoing, and personable presence
• Take initiative and don’t wait to be told what to do
• Are highly organized and detail-oriented
• Are comfortable having clear, confident conversations about scheduling, insurance, and payments
• Thrive in a fast-paced environment where priorities can shift
• Enjoy variety and being part of a team

• Prefer a rigid, narrowly defined job description
• Dislike interacting with people throughout the day
• Avoid difficult or uncomfortable conversations
• Need constant direction to stay productive

• Part-time (~30 hours per week)
• Primarily weekdays between 8:00 AM – 6:00 PM (set schedule preferred)
• Occasional availability for weekend educational events
• On-site position (not remote)
• Must have reliable transportation for off-site errands

You will play a key role in shaping how patients experience our clinic—from the moment they walk in to the way they feel when they leave. You’ll also help ensure our operations run smoothly and our brand shows up consistently in the community.

If you’re someone who takes pride in creating great experiences, staying organized, and being a reliable, positive force on a team—we’d love to meet you.