Operations Coordinator

California Academy of Family Physicians; Sacramento (CA); On-site; USD 55,000 - 69,000; Part time

Job summary

California Academy of Family Physicians (CAFP) seeks an Operations Coordinator to provide direct administrative support to the CEO and manage day-to-day operations of the Sacramento office. This role handles CEO scheduling, meetings, vendor coordination, mail, and internal processes across finance, HR, and operations.

The ideal candidate has a Bachelor's degree or equivalent and at least 3 years of executive support, with strong organizational and communication skills.

Qualifications

• Bachelor's degree or equivalent combination of education and relevant professional experience.
• Experience providing administrative support to senior leadership, including calendar management, scheduling, meeting coordination, and handling confidential information preferred.
• Experience supporting basic financial processes such as accounts payable, accounts receivable, expense management, invoicing, or financial recordkeeping preferred.
• Strong organizational and project coordination skills, with demonstrated ability to manage multiple priorities, deadlines, and recurring responsibilities with attention to detail.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, and comfort learning and working across cloud-based administrative and financial systems.
• Experience with QuickBooks, Bill.com, Expensify, or similar financial systems preferred but not required.
• Excellent written and verbal communication skills and strong professional judgment.
• Strong interpersonal skills and ability to work effectively with staff, leadership, Board members, vendors, and external partners.
• Ability to work independently, anticipate needs, take initiative, and follow tasks through to completion.
• Ability to maintain confidentiality and appropriately handle sensitive executive, personnel, and financial information.
• Commitment to the mission of supporting family physicians and advancing health equity and access to care throughout California.

Responsibilities

• Oversee day-to-day office operations and help maintain an organized, functional, and welcoming workplace.
• Coordinate office vendors and services, including building maintenance, cleaning, technology support, and other service providers.
• Maintain office supplies, equipment, furniture, and other workplace needs, including coordinating supplies and setup for new employees.
• Coordinate incoming and outgoing mail, deliveries, and routine office correspondence.
• Support logistics for staff meetings, Board meetings, organizational events, lunches, celebrations, and other activities.
• Maintain organizational calendars, administrative records, contact lists, and other internal resources as assigned.
• Assist with staff onboarding and offboarding logistics in coordination with the organization's HR lead.
• Serve as a resource for staff regarding routine office and administrative needs and help identify and resolve day-to-day operational issues.
• Provide direct administrative support to the CEO, including managing calendar, scheduling meetings, coordinating appointments, and helping track priorities and follow-up items.
• Coordinate CEO travel arrangements and prepare itineraries and related materials.
• Coordinate internal and external meetings, including scheduling, preparing materials, supporting logistics, taking meeting notes as needed, and tracking follow-up items.
• Assist with Board and committee on-site meeting logistics.
• Serve as a point of contact for routine scheduling and administrative communications involving the CEO.
• Support special projects and other administrative needs of the CEO and organization as assigned.
• Support day-to-day accounts payable processes, including collecting documentation, entering invoices for payment, maintaining vendor information, and assisting with payment processing.
• Support accounts receivable processes, including preparing and sending invoices, recording incoming payments, and assisting with routine follow-up on outstanding receivables.
• Receive, log, and deposit checks and maintain related documentation.
• Administer routine credit card and expense-management processes, including monitoring receipt and coding completion and following up with staff as needed.
• Maintain organized financial records and supporting documentation.
• Assist with routine banking and credit card administration as directed.
• Compile and organize documents and supporting materials for monthly close, audit, tax, and other financial reporting processes.
• Provide administrative support for other routine finance processes as assigned.

Skills

Executive support

Office administration

Operations coordination

Financial processes

Communication skills

Confidentiality

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Excel

Outlook

QuickBooks

Bill.com

Expensify

Job description

Position Title: Operations Coordinator.

FLSA Status: Hourly, Non-Exempt.

Reports to: CEO.

Location: Sacramento, CA.

Hours & Compensation: 20-30 hours per week at $40-50 per hour.

Position Description:

The Operations Coordinator provides direct administrative support to the Chief Executive Officer and helps ensure the smooth day-to-day operations of CAFP’s office and administrative functions. The position manages CEO scheduling and coordination, supports meetings and organizational logistics, oversees routine office operations and vendors, and provides administrative support for day-to-day financial processes. Working across the organization, the Operations Coordinator serves as a central point of support for the CEO and staff and helps maintain organized, efficient, and responsive internal operations.

About CAFP:

California Academy of Family Physicians (CAFP) is a nonprofit membership association with 11,000 family physician and medical student members across the state. Our mission is to empower, educate and connect current and future family physicians to improve the health of all Californians. To achieve this mission, we advocate on behalf of family physicians, support them in practice with educational products and services, and foster community by connecting family physicians with one another.

CAFP is an organization that respects and promotes diverse perspectives and experience and supports professional development. Our strategic directives guide all aspects of our work: advancing payment reform and system transformation; developing and diversifying the family medicine workforce; championing public health, health equity, and evidence-based medicine; and supporting member wellness and joy in medicine.

Job Tasks & Responsibilities:

Operations & Organization Support:

• Oversee day-to-day office operations and help maintain an organized, functional, and welcoming workplace.
• Coordinate office vendors and services, including building maintenance, cleaning, technology support, and other service providers.
• Maintain office supplies, equipment, furniture, and other workplace needs, including coordinating supplies and setup for new employees.
• Coordinate incoming and outgoing mail, deliveries, and routine office correspondence.
• Support logistics for staff meetings, Board meetings, organizational events, lunches, celebrations, and other activities.
• Maintain organizational calendars, administrative records, contact lists, and other internal resources as assigned.
• Assist with staff onboarding and offboarding logistics in coordination with the organization's HR lead.
• Serve as a resource for staff regarding routine office and administrative needs and help identify and resolve day-to-day operational issues.

Executive Support:

• Provide direct administrative support to the CEO, including managing calendar, scheduling meetings, coordinating appointments, and helping track priorities and follow-up items.
• Coordinate CEO travel arrangements and prepare itineraries and related materials.
• Coordinate internal and external meetings, including scheduling, preparing materials, supporting logistics, taking meeting notes as needed, and tracking follow-up items.
• Assist with Board and committee on-site meeting logistics.
• Serve as a point of contact for routine scheduling and administrative communications involving the CEO.
• Support special projects and other administrative needs of the CEO and organization as assigned.

Finance & Accounting Support:

• Support day-to-day accounts payable processes, including collecting documentation, entering invoices for payment, maintaining vendor information, and assisting with payment processing.
• Support accounts receivable processes, including preparing and sending invoices, recording incoming payments, and assisting with routine follow-up on outstanding receivables.
• Receive, log, and deposit checks and maintain related documentation.
• Administer routine credit card and expense-management processes, including monitoring receipt and coding completion and following up with staff as needed.
• Maintain organized financial records and supporting documentation.
• Assist with routine banking and credit card administration as directed.
• Compile and organize documents and supporting materials for monthly close, audit, tax, and other financial reporting processes.
• Provide administrative support for other routine finance processes as assigned.

Requirements:

• Bachelor's degree or equivalent combination of education and relevant professional experience.
• At least 3 years of relevant experience in executive support, office administration, operations, finance administration, or a comparable role.
• Experience providing administrative support to senior leadership, including calendar management, scheduling, meeting coordination, and handling confidential information preferred.
• Experience supporting basic financial processes such as accounts payable, accounts receivable, expense management, invoicing, or financial recordkeeping preferred.
• Strong organizational and project coordination skills, with demonstrated ability to manage multiple priorities, deadlines, and recurring responsibilities with attention to detail.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, and comfort learning and working across cloud-based administrative and financial systems.
• Experience with QuickBooks, Bill.com, Expensify, or similar financial systems preferred but not required.
• Excellent written and verbal communication skills and strong professional judgment.
• Strong interpersonal skills and ability to work effectively with staff, leadership, Board members, vendors, and external partners.
• Ability to work independently, anticipate needs, take initiative, and follow tasks through to completion.
• Ability to maintain confidentiality and appropriately handle sensitive executive, personnel, and financial information.
• Commitment to the mission of supporting family physicians and advancing health equity and access to care throughout California.

Salary & Benefits:

This is a part-time, non-exempt position anticipated to work 20-30 hours per week. The hourly compensation range is $40-$50 per hour, depending on experience and qualifications.

Part-time employees are eligible for paid vacation, paid holidays, and paid sick leave in accordance with CAFP personnel policies. Vacation and holiday benefits are prorated based on the employee's regularly scheduled hours relative to a 40-hour workweek. This position is not eligible for employer-sponsored health insurance. Eligibility for other benefits is governed by applicable benefit plan documents and CAFP personnel policies.

This is an in-person position based at CAFP's Sacramento office. The weekly work schedule will be established collaboratively with the selected candidate, with flexibility to accommodate personal commitments while maintaining consistent, regularly scheduled hours.

CAFP is excited to grow our team and is committed to fostering and preserving a culture of inclusion, diversity, and equality. We believe that, collectively, we achieve more when everyone is celebrated and empowered. We welcome all applicants without regard to race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.