Operations Coordinator Community Health and Behavioral Services

Upstate-Caring-Partners; City of Utica (NY); On-site; USD 44,000 - 62,000; Full time

Benefits offered by this job

Direct Deposit

Flexible Spending Account (FSA)

Life Insurance

Voluntary Benefits

Generous PTO

Job summary

Upstate-Caring-Partners in Utica, NY is seeking an Operations Coordinator for Community Health and Behavioral Services to ensure smooth daily operations, serve as the primary contact for staff, and coordinate purchasing, facilities, IT, and vendor management.

The role supports HIPAA compliance, administrative scheduling, data reporting, and special projects, with occasional evening/weekend shifts and a NY driver’s license requirement.

Qualifications

• Associate degree required; bachelor’s degree preferred, or three (3) years of experience providing operational or administrative support.
• Travel may be required; a valid New York State driver’s license is necessary.

Responsibilities

• Ensure OMH and OASAS operational practices are maintained in accordance with clinical, regulatory and best practice principles.
• Coordinate clinic use of agency support services and other contracted vendors (supplies, purchasing, IT, property management, vehicle management, finance).
• Serve as a contact to external vendors and support contract management.
• Support administrative staff scheduling and related operational functions.
• Serve as a primary point of contact for CHBS staff regarding building needs and agency support services.
• Coordinate with external marketing, promotional, and media inquiries and lead marketing efforts.
• Track deliverables from support services and vendors and escalate issues as needed.
• Maintain HIPAA compliance and confidentiality; ensure compliance with government regulations and agency standards.

Skills

Communication skills

Interpersonal skills

Written and verbal communication

Initiative and follow-through

Crisis management

Multitasking

Independent decision making

Stress management

Education

Associate degree (Bachelor’s degree preferred)

Tools

Microsoft Office

Adobe Acrobat

Windows-based applications

Job description

Operations Coordinator Community Health and Behavioral Services

Job Category: Community Health & Behavioral Services

Requisition Number: OPERA008219

• Full-Time

Locations

Showing 1 location

Utica, NY 13502, USA

Description

*will need to participate in a rotation to cover evening/weekend events as needed.

The operations coordinator is responsible for ensuring the smooth and efficient daily functioning of Community Health and Behavioral Services (CHBS). Serving as the primary point of contact for CHBS staff and agency support services, this role facilitates effective communication and coordination of needs and resources.

This position maintains essential operational processes to ensure uninterrupted service delivery and supports the program by managing and streamlining resource use across the agency. Key areas of oversight include purchasing and supplies, property and vehicle management, space utilization, marketing, administrative scheduling, contract coordination, information technology, community partnerships, and the preparation of data and reports to support overall program operations.

Core Responsibilities

Activities include but are not limited to the following:

• Ensure OMH and OASAS operational practices are maintained in accordance with clinical, regulatory and best practice principles.
• Coordinate the clinic use of agency support services and other contracted vendors (to include supplies, purchasing, IT, property management, vehicle management, and finance).
• Serve as a contact to external vendors and support contract management.
• Support operational functions related to managing administrative staff scheduling.
• Serve as a key point of contact to all CHBS staff for any concerns related to building needs (to included heating/cooling, space, and facility functions) and agency support services.
• Serve as the primary point of contact for external marketing, promotional, and media inquiries.
• Coordinate with the agency’s media representative to ensure proper handling of all outreach.
• Lead marketing efforts, including managing promotional materials for CHBS.
• Track deliverables from all support services and external vendors, ensure timely delivery of support through proper escalation.
• Proactively notify clinic leadership of potential issues and ensure all concerns are escalated promptly and appropriately.
• Acts as a point of contact for all Information Technology Helpdesk tickets related to operations, building maintenance needs/requests and cleaning service contracts/providers.
• Supports direct and open communication with all staff within the clinic. Contributes to a positive work environment for the entire CHBS team.
• Maintain timely and effective internal and external communication and problem resolution to ensure smooth and efficient operations.
• Self-manages time and prioritization of work, seeking input as needed for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary.
• Maintains accurate records of staff schedule, include supporting administrative roles with payroll as needed.
• Manages incoming invoices and prepares or oversees the preparation of payment requisition process.
• Acts as a go-to for agency systems that support operational functions such as Outlook, OnBase, UltiPro and Microsoft Programs.
• Generate and maintain department or program specific reports, databases, charts and records as directed.
• Participate in special projects as appropriate.
• Maintain compliance with HIPAA and confidentiality standards
• Ensure compliance with all pertinent government and agency regulations and operating standards.
• Establish a work environment that creates positive communication between supervisors and employees and is reflective of the Agency’s culture,valuesand mission.
• Any additional duties assigned as necessary.

Qualifications

• Associate degree required; bachelor’s degree preferred, or three (3) years of experience providing operational or administrative support
• Previous experience in coordinating operations or administrative support roles preferred.
• Intermediate computer skills (proficiency in Microsoft Office, Adobe Acrobat, and Windows-based applications).
• Travel may be required. A valid New York State driver’s license is necessary.

Skills and Abilities

• Strong communication and interpersonal skills.
• Excellent written and verbal communication abilities are essential for this role.
• Must demonstrate initiative and reliable follow-through on all duties.
• Ability to remain calm and professional in crisis or high‑stress situations.
• Ability to manage multiple priorities while maintaining attention to detail.
• Must possess the ability to make independent decisions when circumstances require.
• Must be able to manage and cope effectively in sometimes stressful situations.

Our work environment provides the opportunity to grow and learn in a fast-paced atmosphere. We offer competitive benefits and salary to include a low-cost individual health insurance plan, dollar for dollar retirement match (up to 7%), life insurance, voluntary benefits and generous paid time off.

• Direct Deposit
• Flexible Spending Account (FSA)
• Life Insurance
• Voluntary Benefits
• Employee Assistance Program (EAP)
• Generous PTO Plans (Sick, Vacation and Employee Leave)
• Tuition Reimbursement
• Service Awards
• Employee Appreciation Events
• Employee Discounts

Qualifications

Education

Required

Associates or better.

Licenses & Certifications

Required

Driver License

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.