Operations Coordinator

St. Joesph’s Villa; Richmond (VA); On-site; USD 46,000 - 51,000; Full time

Job summary

St. Joseph’s Villa is seeking a Full-Time Operations Coordinator to support Community Based, Day Support, and Outpatient Behavioral Treatment programs.

Under supervision, this role provides essential administrative and operational support, tracks data, coordinates systems, and helps ensure license and accreditation compliance. The position emphasizes organization, collaboration, and effective communication to maintain a person-centered service environment.

Qualifications

• Associate’s degree in business or a related field required; Bachelor’s degree preferred.
• At least one year of administrative or program support experience.
• Experience with Insurance and Medicaid Billing, Chart Compliance, Filing, and Organization.

Responsibilities

• Participates with other personnel as an active member of a team.
• Uses data collection tools to determine needs within the service for supplies, equipment, and training.
• Communicates information across services and functions.
• Compiles, organizes, and formats data for regular and ad hoc reports for leadership and boards.
• Prepares material for reports to internal and external resources.
• Inspects facilities and reports conditions needing change; coordinates with vendors to implement approved changes.
• May represent the service at regulatory, licensing, or funding meetings.
• Supports licensing or accreditation efforts and assists with related documentation.
• Provides logistical support for meetings and events; schedules space, catering, and equipment as needed.
• Monitors expenses and budgets as assigned.
• Collaborates with staff to complete projects.
• Alerts management to concerns affecting care, safety, or licensing.

Skills

Office management

Project management

Communication skills

Data analysis

Confidentiality

Education

Associate’s degree in business or related field

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Job description

Overview

St. Joseph's Villa is currently recruiting a Full-Time Operations Coordinator to join our Community Based Service, Day Support and Outpatient Behavioral Treatment team.Under the supervision of the Senior Director, the Operations Coordinator provides essential administrative and operational support to St. Joseph’s Villa’s Community Based Programs. This role is critical to ensuring smooth daily operations, coordinating systems, and supporting a collaborative, person-centered service environment. The Operations Coordinator plays a key role in tracking data, organizing resources, enhancing communication, and supporting compliance with licensing and accreditation standards. All responsibilities are carried out in accordance with the Villa’s mission, values, and guiding principles, and in partnership with other agency services.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of both office management and project management procedures. Able to maintain supportive and effective working relationships with diverse groups. Able to work effectively in collaborative, shared leadership environment. Able to effectively manage multiple projects and priorities simultaneously. Able to respond effectively to unique situations with general direction. Able to work with confidential information. Excellent organization and written and oral communication skills. Able to perform basic statistical calculations. Able to appropriately use proprietary software. Able to perform all work in a professional and courteous manner. Able to make sound judgments.

Schedule: Monday - Friday, 8:30am - 4:30pm

Salary Range: $46,000 - $51,000 ($22.11 - $24.52/hr)

FLSA: Non-Exempt

Responsibilities

• Participates with other personnel as an active member of a team.
• Using a variety of data collection tools (interviews, reports, surveys, licensing and accreditation requirements, record reviews, etc.) determines needs within the service for supplies, equipment, and training and other services provided through Agency functions.
• Effectively communicates information across services and functions.
• Compiles, organizes, and formats data, and analyzes trends for regular and ad hoc reports for the service, boards, committees, Chief Executive Officer and Chief Operations Officer.
• Prepares material for reports to internal and external resources.
• Inspects the facilities on a periodic basis and reports to appropriate personnel any conditions requiring change (safety, aesthetics, health, cleanliness, etc.). Recommends changes to the environment and, upon approval by the Senior Director, coordinates with vendors or internal resources to ensure the approved changes are implemented.
• May represent the service at regulatory, licensing, human rights or funding meetings.
• Supports the service in its efforts to obtain or retain licensing or accreditation.
• Provides logistical support for meetings, conferences, tours and other events. May schedule meeting space, arrange for catering, rent equipment, etc.
• May schedule meetings and/or tours of the service.
• Monitors expenses, codes bills and manages budgeting issues as assigned.
• Collaborates with other agency staff as necessary to ensure completion of assigned projects.
• Advises management of concerns affecting the care and treatment of clients, the safety of the clients or the facilities, the health of the clients, or licensing and accreditation of the program.
• Evaluates work processes and methods and submits recommendations for continuous quality improvement.
• Attends scheduled training programs for professional development that includes, at a minimum, trainings required by St. Joseph’s Villa and by regulatory and accrediting bodies
• May supervise work of volunteers and/or interns assigned to the service.
• Performs other duties as assigned.

Qualifications

Qualifications

• Associate’s degree in business or a related field required; Bachelor’s degree preferred.
• At least one year of experience providing administrative or program support; customer service experience a plus.
• Experience with Insurance and Medicaid Billing, Chart Compliance, Filing, and Organization
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with database or proprietary software preferred.
• Strong organizational, communication, and time management skills.
• Ability to manage multiple priorities and work independently in a fast-paced, mission-driven environment.
• Must possess a valid Virginia driver’s license with a good driving record.