Hybrid Operations Assistant – Flexible Schedule

American Family Care West Haven; West Haven (CT); Hybrid; USD 22,000 - 30,000; Full time

Benefits offered by this job

Bonus based on performance

Flexible schedule

Opportunity for advancement

Paid time off

Training & development

Job summary

The AFC Urgent Care in West Haven and Stamford is seeking an Operations Assistant to support the daily administrative needs of two busy clinics. You will work closely with the Director of Operations and Lead Clinical Assistant to keep schedules, records, and routine tasks organized.

This is a support role with shared responsibilities, training, and ongoing guidance. The employee will help keep schedules, records, and routine tasks organized, follow up on assigned items, and communicate when

Qualifications

• Organized, dependable, and attentive to detail.
• Professional communication and consistent follow through.
• Comfortable with email, spreadsheets, and basic office software.
• Willing to learn Monday.com, payroll software, and clinic systems.
• Able to follow instructions, ask questions, and communicate when help is needed.
• Administrative, medical office, or scheduling experience is helpful. Training will be provided.

Responsibilities

• Collect staff and provider availability and time off requests.
• Assist in preparing monthly schedules for leadership approval.
• Help identify coverage gaps and contact team members about available shifts as directed.
• Update approved schedules and communicate changes.
• Collect new hire documents and maintain onboarding checklists.
• Help coordinate payroll setup, system access, orientation, and training with clinic leadership.
• Follow up on missing paperwork and policy acknowledgments.
• Maintain employee records and send reminders about expiring licenses, certifications, and required training.
• Assist with reviewing timecards and identifying missing punches or discrepancies.
• Follow up with employees about corrections.
• Enter approved information and prepare documents for payroll review.
• Refer pay questions and sensitive concerns to the Director of Operations.
• Final payroll review and approval remain with authorized leadership.
• Assist with employer account setup using approved pricing and service instructions.
• Maintain employer contacts, account information, and service requirements.
• Help coordinate routine requests, paperwork, appointments, and follow up.
• Bring questions requiring decisions or additional support to clinic leadership.
• Assist with reviewing laboratory invoices and flagging possible errors.
• Follow up on assigned billing questions and corrections with guidance.
• Organize invoices, update the bill calendar, and prepare documents for payment approval.
• Submit routine vendor support requests and track updates.
• Payment approvals, contract decisions, and complex billing concerns remain with leadership.
• Keep assigned tasks, checklists, and deadlines updated in Monday.com.
• Work with the Lead Clinical Assistant to support routine clinic needs.
• Organize records, update existing forms, and gather requested documents.
• Assist with clinic projects and new processes as directed.
• Provide brief updates on completed work, outstanding items, and questions.
• Protect confidential patient, employee, payroll, and business information.

Skills

Organization

Communication

Office software

Adaptability

Follow instructions

Scheduling experience

Tools

Monday.com

Payroll software

Clinic systems

Job description

The AFC Urgent Care in West Haven and Stamford is seeking an Operations Assistant to support the daily administrative needs of two busy clinics. You will work closely with the Director of Operations and Lead Clinical Assistant to keep schedules, records, and routine tasks organized.

This is a support role with shared responsibilities, training, and ongoing guidance. The employee will help keep schedules, records, and routine tasks organized, follow up on assigned items, and communicate when