Operations Coordinator

Colorado-Women; Denver (CO); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Colorado Women’s Center is seeking an Operations Coordinator to support staff, clients, vendors, billing, and office operations. You will own key tasks, drive improvements, and collaborate across teams; travel occasionally to multiple locations may be required.

The role emphasizes organization, independence, and curiosity about how systems work. You will help optimize billing processes, support EHR/CRM systems, and assist with onboarding and training, while maintaining HIPAA confidentiality and

Qualifications

• 2+ years of experience in healthcare, mental health, operations, or related field.
• Associate's or bachelor's degree in a related field.
• Experience with mental health intake calls is a major plus.
• Proficiency with Google Workspace and comfort learning new software.
• Experience with EHR/EMR, CRM, billing or other administrative systems.
• Strong written and verbal communication skills.
• Strong organizational and time-management skills.
• Proactive, problem-solving mindset.

Responsibilities

• Billing & Out-of-Network Reimbursement: manage processes, monitor balances, assist clients with payments, generate Superbills.
• Daily Operations & Staff Support: assist staff with operational questions and system tools.
• Office & Vendor Operations: coordinate offices, supplies, vendor maintenance, and travel as needed.
• Process Improvement & Project Ownership: identify inefficiencies and lead small projects end-to-end.
• Training & Team Support: support onboarding, cross-functional teamwork, and HIPAA compliance.

Skills

Google Workspace

Communication

Organization

Time management

Proactive problem-solving

Education

Associate's or Bachelor's degree in related field

Tools

EHR/EMR

CRM

Billing systems

Job description

Description

As an Operations Coordinator, you will play a key role in keeping the day-to-day operations of Colorado Women’s Center running smoothly. You will support our staff, clients, vendors, billing processes, and office locations while taking ownership of operational tasks, projects, and opportunities for improvement. This is a fast-paced, highly collaborative role where no two days are exactly the same.

The ideal candidate is someone who is highly organized, dependable, comfortable working independently, and naturally curious about how things work. You don't just see a problem. You want to understand why it happened, figure out how to fix it, and look for ways to make things work better.

About Colorado Women’s Center

Colorado Women’s Center is a growing and successful mental health organization with exciting opportunities and increasing media attention. Recently featured in OPRAH Magazine and Channel 9NEWS, we are proud to be recognized as a 2024 Colorado Companies to Watch award recipient. As a leader in women’s mental health, our work centers on empowerment, healing, transformation, and equality.

Our Commitment to Female Empowerment

Guided by our mission and the wisdom of women such as Brené Brown, Oprah, and Michelle Obama (to name a few), we empower women of all ages to find self-acceptance, confidence, and emotional strength through therapy and meaningful personal work. Our culture is rooted in purpose to bring balance to humanity by elevating women’s voices and supporting their growth into their fullest potential.

This is more than a workplace, and more than a therapy center.

It is a movement of women uplifting women, redefining mental health, breaking old narratives, and choosing empowerment every day. The women and gender-expansive individuals who work here and those we serve believe deeply in personal transformation and in the power of collective empowerment, knowing that when marginalized voices rise, we all rise.

Colorado Women’s Center is a place where therapy is reimagined, and women step into their power.

Learn more about us:

• Website
• Instagram
• CWC Culture Video
• 9NEWS Feature

Location

This position’s primary place of work is flexible and could be based out of our Denver location or Broomfield location. Occasional travel to our Fort Collins, Boulder, and Longmont locations may be required for team meetings, training, site visits, or operational needs.

What You'll Do

Billing & Out-of-Network Reimbursement

• Manage CWC’s billing and out-of-network reimbursement processes, including processing daily payments, monitoring declining and outstanding balances, communicating with clients regarding payments, generating Superbills, and supporting client questions related to billing and insurance reimbursement
• Troubleshoot billing, scheduling, and administrative issues and determine when additional support or escalation is needed
• Conduct routine audits of billing records, documentation, and tracking systems to ensure accuracy and compliance

Daily Operations & Staff Support

• Support the day-to-day operations of CWC by serving as a go-to resource for staff operational and system-related questions
• Provide support with our EHR, CRM, Google Workspace, and other operational systems
• Assist with client scheduling and administrative troubleshooting
• Provide coverage for the Operations Manager when needed, including payroll support and other essential operational responsibilities

Office & Vendor Operations

• Help keep CWC’s offices running smoothly and professionally across all locations
• Coordinate office supplies, deliveries, and routine ordering within established budgets
• Coordinate with property management and approved vendors regarding maintenance and service needs
• Travel occasionally to other CWC locations for training, meetings, site visits, or operational needs

Process Improvement & Project Ownership

• Identify operational challenges, recurring issues, and inefficiencies and proactively recommend thoughtful solutions
• Take ownership of special projects from planning through completion, including coordinating next steps, timelines, and communication
• Create, update, and maintain operational SOPs, training guides, and workflow documentation
• Support the development and implementation of new processes as CWC continues to grow

Training & Team Support

• Support new hire onboarding, training, and ongoing operational education
• Support cross-functional initiatives and collaborate with the Intake, Clinical, and Operations teams
• Provide occasional coverage for Wellness Coordinator and Match Call responsibilities as a last resort
• Maintain HIPAA confidentiality and follow all applicable policies and procedures
• Participate in weekly team meetings

What Makes You a Strong Fit

• You are organized, dependable, and detail-oriented, and you take pride in following through
• You are proactive and naturally notice what needs to be done without always being asked
• You are a strong problem-solver who enjoys figuring out why something isn't working and finding a practical solution
• You are curious about systems and processes and enjoy finding ways to make things more efficient and effective
• You are comfortable working independently, prioritizing competing tasks, and using good judgment about when to solve something yourself and when to ask for support
• You communicate clearly, professionally, and compassionately with both clients and team members
• You are comfortable learning new technology and can navigate multiple systems without getting easily overwhelmed
• You enjoy taking ownership of projects and seeing them through from an idea or problem to a completed solution
• You care about creating a positive experience for both our clients and the team supporting them
• You are excited to grow your skills in operations, project management, process improvement, and operational leadership

Qualifications

1. One of the following:

• 2+ years of experience in healthcare, mental health, operations, administration, billing, client coordination, or a related field; or
• An associate's or bachelor's degree in a related field

1. Previous experience conducting mental health intake calls is a major plus! Experience in a mental health, behavioral health, or private practice setting is especially valuable.
2. Proficiency with Google Workspace and comfort learning and navigating new technology and software systems
3. Experience with EHR/EMR, CRM, billing, or other administrative systems
4. Strong written and verbal communication skills, with the ability to communicate professionally and compassionately with both clients and staff
5. Strong organizational and time-management skills, with the ability to manage multiple priorities and follow through independently
6. A proactive, problem-solving mindset: you notice what needs attention, ask questions, gather information, and look for solutions rather than waiting to be told what to do