Talent, Workforce & Operations Specialist

Position Summary

The Talent, Workforce & Operations Specialist is responsible for supporting workforce planning, talent acquisition, employee engagement, and operational performance across all clinic sites. This role focuses on recruitment, retention, staffing optimization, schedule adherence, employee file compliance, performance tracking, and facilitating a positive culture aligned with organizational values. The Specialist will serve as a point-of-contact for staff support, escalation management, and continuous improvement in front-line operational workflows.

Key Responsibilities

Talent Acquisition & Onboarding

· Coordinate full-cycle recruitment for clinical and administrative roles, including posting job requisitions, screening candidates, scheduling interviews, and coordinating onboarding.

· Support new hire orientation and ensure completion of required training, HR documentation, and EHR system setup (Athena, Paycom, etc.).

· Maintain standardized onboarding checklists, training schedules, and new employee follow-ups at 30 / 60 / 90 days.

Workforce & Scheduling Support

· Monitor staffing levels and scheduling adherence across sites to ensure adequate provider and support staff coverage.

· Track and assist with managing call-offs, replacement coverage, and schedule adjustments.

· Collaborate with Leadership to maintain staffing models that align with patient volume, acuity, and service line goals.

· Maintain talent pipeline and maintain relationships with PRN/Flex staff to support real-time staffing needs.

Employee Engagement & Culture

· Facilitate recognition programs, performance check-ins, satisfaction surveys, and employee feedback loops.

· Monitor and support Google Review performance and patient satisfaction initiatives.

· Conduct follow-up conversations regarding performance expectations, professional growth, and conduct standards in alignment with HR practices.

Compliance & File Maintenance

· Ensure employee files are current and audit-ready (licensure, certifications, credentialing, annual training, competencies).

· Track expiration dates and notify employees/management to prevent lapses.

· Assist in gathering documents and supporting evidence for internal or external audits.

Operational Support & Continuous Improvement

· Identify opportunities to streamline workflows and improve communication among staff and leadership.

· Assist with documentation of SOPs, role-based workflows, and training guides.

· Support special projects, operational initiatives, and performance improvement goals.

Qualifications

· Associate’s or Bachelor’s Degree in Business Administration, Human Resources, Healthcare Administration, or related field preferred, or equivalent relevant experience.

· Minimum of 2–3 years of experience in healthcare operations, medical office administration, HR coordination, or workforce management.

· Strong working knowledge of HRIS and scheduling systems (Paycom preferred), EHR systems (Athena a plus).

· Ability to maintain confidentiality, handle sensitive personnel matters, and communicate with professionalism and emotional intelligence.

· Demonstrated ability to multi-task, prioritize, and problem solve independently in a fast-paced environment.

Key Competencies

· Communication & Interpersonal Skills

· Organization & Follow-Through

· Analytical Thinking & Problem-Solving

· Adaptability & Flexibility

· Customer Service Mindset

· Professionalism & Discretion

· Team Collaboration

Working Conditions

· Primarily office-based with occasional travel to clinic sites for training, onboarding, support, or operational review.

· Standard business hours with occasional flexibility required to support staffing needs or organizational priorities.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person