Administrative Operations Coordinator

Diversicare; Monroe (LA); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Medical/dental/vision

401k plan

Tuition reimbursement

Paid time off

Disability insurance

Job summary

Diversicare is seeking an Administrative Operations Coordinator to manage center administrative processes, payroll, workforce coordination, and resident financial services. You will maintain confidential records, coordinate Medicaid documentation, and ensure accurate billing and compliance across departments.

The role emphasizes collaboration with center leadership, HR, and central offices to support service excellence and compliant operations in a caregiving-focused environment.

Qualifications

• High school diploma or GED required.
• Bachelor’s degree preferred.
• 1–3 years of experience in HR, payroll, full cycle recruiting, accounting, healthcare administration, business office operations, workforce coordination, or related field preferred.
• Experience with accounts receivable, billing, Medicaid applications, or resident financial services preferred.
• Experience with HRIS, applicant tracking, payroll, workforce management, electronic health record, or AR systems preferred.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Knowledge of payroll processes, confidentiality requirements, and basic accounting principles.
• Ability to communicate professionally with residents, families, team members, applicants, government representatives, and leaders.
• Strong organizational, analytical, customer-service, and problem-solving skills.
• Ability to manage multiple priorities, meet deadlines, and work with minimal supervision.

Responsibilities

• Coordinate assigned Center administrative processes across business office, HR, payroll, workforce support, compliance records, and required reporting.
• Partner with Administrators, Nursing Directors, department leaders, Central Business Office, Payroll, HR, and Workforce Management to ensure timely completion of processes.
• Maintain organized, confidential, survey-ready records for resident financial matters, personnel files, payroll, benefits, leave, workers’ compensation, recruitment, onboarding, and compliance documentation.
• Communicate professionally with residents, families, applicants, team members, government agencies, vendors, and leadership regarding administrative, financial, HR, payroll, workforce, and compliance matters.
• Identify barriers, documentation issues, employee relations matters, collection concerns, billing issues, payroll concerns, and compliance risks to the appropriate leader.
• Support resident financial services, Medicaid coordination, collections activity, and required financial reporting.
• Review AR information, aging, past-due balances, Medicaid pending accounts, bad debt, and complete follow-up in partnership with leadership.
• Coordinate with Admissions, Nursing, MDS, Therapy, and other departments to support accurate billing and payer-source changes.
• Complete assigned billing, reconciliation, month-end, census, resident trust, and financial documentation activities within deadlines.
• Process payroll-related activities, HRIS updates, onboarding, and staff communications in partnership with HR.

Skills

HR experience

Payroll experience

Billing & collections

Analytical skills

Organizational skills

Communication skills

Education

High school diploma or GED

Bachelor’s degree preferred

Tools

UKG Pro

UKG Workforce Management

iCIMS

PointClickCare

RFMS

Microsoft Office

Job description

Overview

At Diversicare, we're more than just a company – we're a passionate community dedicated to caregiving excellence. If you're driven by a desire to make a difference in the lives of patients and residents, then we invite you to be part of our extraordinary team.

The Administrative Operations Coordinator is responsible for coordinating key Center administrative operations, including resident financial services, revenue cycle support, payroll, workforce coordination, team member records, compliance documentation, and related operational support processes in accordance with company policies, procedures, applicable resource manuals, and federal and state requirements. This position supports the financial, workforce, and operational performance of the Center through accurate billing and collections support, Medicaid coordination, payroll processing, recruitment and onboarding coordination, personnel record maintenance, benefits and leave support, workers' compensation coordination, team member engagement, and regulatory compliance. The position serves as a resource to residents, families, applicants, team members, Center leadership, government representatives, and business partners and promotes a professional environment that supports operational efficiency, team member retention, service excellence, and quality resident care.

Why Choose Diversicare:

We're Proudly Agency-Free: Unlike other companies, we believe in building a direct connection with our team members, fostering trust, respect, and collaboration.Compassion-Driven Culture: At Diversicare, we value trust, respect, customer focus, compassion, diplomacy, appreciation, and strong communication skills. We're committed to creating a warm, caring, safe, and professional environment for both our customers and our team.Competitive Benefits: We offer a comprehensive benefits package that includes medical/dental/vision coverage, an excellent 401k plan, tuition reimbursement, vacation, holiday, and sick time, long and short-term disability, and much more.Room for Growth: Join a dynamic environment where you can grow in your career and make a lasting impact on the healthcare industry.Meaningful Mission: Our mission is to "Improve every life we touch by providing exceptional healthcare and exceeding expectations." A mission we truly live and breathe.Core Values: We are guided by five core values - Integrity, Excellence, Compassion, Teamwork, and Stewardship, as well as 12 Service Standards.

Responsibilities

Overall Administrative CoordinationCoordinate assigned Center administrative processes across business office, human resources, payroll, workforce support, compliance records, and required reporting.Partner with the Administrator, Director of Nursing Services, department leaders, Central Business Office, Payroll, Human Resources, Workforce Management, and other support departments to ensure timely and accurate completion of required processes.Maintain organized, accurate, confidential, and survey-ready records for resident financial matters, personnel files, payroll, benefits, leave, workers’ compensation, recruitment, onboarding, and compliance documentation.Communicate professionally with residents, families, responsible parties, applicants, team members, government agencies, vendors, Center leadership, and company support departments regarding assigned administrative, financial, HR, payroll, workforce, and compliance matters.Identify and elevate barriers, documentation issues, employee relations matters, collection concerns, billing issues, payroll concerns, and compliance risks to the appropriate leader or support department.

Business Office and Resident Financial SupportSupport resident financial services, including admission and payer-source documentation, Medicaid application coordination, representative payee needs, private-pay and patient-liability follow-up, collections activity, resident trust account support, and required financial reporting.Review accounts-receivable information, including aging, past-due balances, Medicaid pending accounts, bad debt, and collection reports, and complete appropriate follow-up in partnership with the Administrator and Central Business Office.Coordinate with Admissions, Nursing, MDS, Therapy, the Administrator, Central Business Office, residents, families, caseworkers, and other departments to support accurate billing information, payer-source changes, skilled benefits, Medicaid documentation, and collection needs.Complete assigned billing, reconciliation, month-end, census, resident trust, and financial documentation activities within established deadlines.

Human Resources, Payroll, and Workforce SupportSupport Center HR and workforce processes, including recruitment coordination, applicant communication, pre-employment screening, onboarding, orientation, required training, personnel file maintenance, I-9 documentation, HRIS updates, and team member recordkeeping.Process and support payroll-related activities, including timekeeping review, missed punches, pay codes, schedules, deductions, payroll exceptions, status changes, compensation changes, transfers, and terminations in accordance with established deadlines.Serve as a resource for team members and leaders regarding payroll, benefits, timekeeping, attendance, HRIS processes, leave documentation, workers’ compensation reporting, workplace postings, and related employment processes, in partnership with Human Resources and other support departments.Support staffing, engagement, retention, performance-review, survey, training, and communication activities in partnership with Center leadership, Workforce Management, and Human Resources.

Qualifications

High school diploma or GED required.Bachelor’s degree in human resources, business administration, accounting, finance, or a related field preferred.One to three years of experience in human resources, payroll, full cycle recruiting, accounting, healthcare administration, business office operations, workforce coordination, human Resources Support, or a related field preferred.Experience with accounts receivable, billing, collections, Medicaid applications, or resident financial services preferred.Experience with HRIS, applicant tracking, payroll, workforce management, electronic health record, or accounts receivable systems preferred.Experience with UKG Pro, UKG Workforce Management, iCIMS, PointClickCare, RFMS, or similar systems preferred.Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.Knowledge of employment practices, payroll processes, confidentiality requirements, and basic accounting principles.Ability to communicate professionally and effectively with residents, families, team members, applicants, government representatives, and individuals at all organizational levels.Strong organizational, analytical, customer-service, and problem-solving skills.Ability to manage multiple priorities, meet strict deadlines, maintain confidentiality, and work with minimal supervision.

Ability to conduct orientation, training, and informational sessions for individuals and groups.