Operations Coordinator

Cencora | Pharma solutions; Vaughan; On-site; CAD 55,000 - 75,000; Full time

Job summary

A leading fertility clinic in Vaughan seeks an Operations Coordinator to oversee daily operations and enhance patient experiences. This role includes responsibilities in administration, scheduling, compliance, and inventory management, requiring a blend of organizational skills and healthcare knowledge. Ideal candidates possess a relevant degree and experience in a healthcare setting, with a focus on multi-tasking and patient care.

Qualifications

• 2–4 years of experience in healthcare operations.
• Experience in a fertility or IVF clinic is a plus.
• Strong organizational and multitasking abilities.

Responsibilities

• Coordinate daily clinic operations across front desk, lab, and treatment areas.
• Assist with scheduling patient consultations and procedures.
• Monitor inventory levels and ensure compliance with health standards.

Skills

Organizational skills

Multitasking abilities

Familiarity with medical terminology

Education

Bachelor’s degree in healthcare administration

Bachelor’s degree in business

Job description

The Fertility Partners (TFP) is actively recruiting for an Operations Coordinator to join its clinic, Generation Fertility, with locations in Vaughan and Newmarket.

The Operations Coordinator is responsible for ensuring the smooth, day-to-day functioning of the IVF clinic. This role provides critical support across Administration, Finance, Facilities, KPI tracking, and both private and government-funded billing processes.

Acting as a liaison between departments, the Coordinator assists with scheduling, inventory management, and operational coordination to support clinical efficiency and excellence. This role plays a key part in maintaining high standards of patient care by ensuring that operational needs are met in a timely and organized manner.

Duties/Responsibilities:

Operational Support

• Coordinate daily clinic operations, including front desk, lab, and treatment areas.
• Monitor patient flow and ensure timely appointments and procedures.
• Support the implementation of operational policies and procedures.

Scheduling & Coordination

• Assist with scheduling of patient consultations, procedures, and follow-up appointments.
• Coordinate staff schedules and ensure adequate coverage across departments.
• Liaise with third-party providers (labs, pharmacies, etc.) to align schedules and services.

Administrative Duties

• Maintain accurate records and documentation in accordance with clinic protocols.
• Assist with the preparation and submission of reports, audits, and compliance documents.
• Manage patient Billing and financial services.

Inventory & Supplies Management

• Monitor stock levels of medical and office supplies.
• Place orders and coordinate with vendors to ensure timely delivery.
• Maintain inventory logs and ensure storage compliance with health standards.

Patient Experience

• Ensure a welcoming and supportive environment for patients.
• Handle patient inquiries and resolve concerns promptly and professionally.
• Maintain confidentiality and sensitivity around patients undergoing fertility treatments.

HR

• Manage staff requests- Payroll, Time off
• Ensure timecards are approved and process payroll.
• Provide recruitment support.
• Benefits administration.
• Post Job adds for vacancies.

Compliance & Quality Assurance

• Support adherence to healthcare regulations, fertility treatment protocols, and privacy laws ( CPSO, Health Canada etc).
• Assist with internal audits and quality control measures.
• Help implement continuous improvement processes in clinic operations.

Qualifications:

• Bachelor’s degree in healthcare administration, business, or a related field (preferred).
• 2–4 years of experience in healthcare operations; experience in a fertility or IVF clinic is an asset.
• Familiarity with medical terminology and fertility treatment processes.
• Strong organizational and multitasking abilities.