Clinic & Office Operations Specialist

WestCare Inc; Ohio; On-site; USD 42,000 - 48,000; Full time

Job summary

WestCare Inc. is seeking an Office & Clinical Operations Coordinator in Dayton, OH. The role combines front office management, procurement, scheduling, and clinical intake support to ensure efficient operations across WestCare’s facilities.

The ideal candidate will be proactive, highly organized, and capable of managing multiple priorities in a nonprofit behavioral health environment while maintaining HIPAA compliance and strong vendor relationships.

Qualifications

• High School Diploma or equivalent required.
• Associate's or Bachelor's degree preferred.
• Minimum 3 years of office/healthcare administration or related experience.
• Experience in nonprofit or clinical operations is preferred.
• Proficiency with MS Office and scheduling/inventory systems.
• Knowledge of HIPAA and confidentiality standards.

Responsibilities

• Serve as primary operational contact for visitors, vendors, clients, and staff.
• Manage front office operations including reception, scheduling, and communications.
• Oversee procurement: PO coordination, vendor communication, invoice tracking.
• Maintain calendars and coordinate meetings, trainings, and events.
• Oversee inventory, reorder thresholds, audits, and replenishment.
• Coordinate with leadership and clinical teams to anticipate operational needs for meetings and outreach.
• Process mail, records, and correspondence; maintain vendor files and databases.
• Support Clinical Services through appointment scheduling, intake coordination, referrals, and confidential communications.

Skills

Office administration

Healthcare administration

Nonprofit administration

Vendor coordination

Purchasing

Scheduling

HIPAA familiarity

Communication skills

Discretion and confidentiality

Education

High School Diploma

Associate/Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Inventory management systems

Job description

WestCare Inc. is seeking an Office & Clinical Operations Coordinator in Dayton, OH. The role combines front office management, procurement, scheduling, and clinical intake support to ensure efficient operations across WestCare’s facilities.

The ideal candidate will be proactive, highly organized, and capable of managing multiple priorities in a nonprofit behavioral health environment while maintaining HIPAA compliance and strong vendor relationships.