Operations Licensing, Registration, and Certification Coordinator

Northeast-Community-Clinic-4; Alhambra (CA); On-site; USD 85,000 - 105,000; Full time

Job summary

Northeast Community Clinic is hiring an Operations Licensing, Registration, and Certification Coordinator to proactively manage licenses, registrations, and certifications across federal, state, and local programs. This role ensures renewals are completed on time and coordinates with multiple departments to maintain audit-ready records.

The candidate should have a bachelor’s degree in a relevant field and experience in healthcare licensing or regulatory compliance.

Qualifications

• Bachelor’s degree in healthcare administration, business administration, public health, compliance, or related field.
• Experience in healthcare licensing, regulatory compliance, credentialing, program coordination, or healthcare administration preferred.

Responsibilities

• Maintain active licenses, certifications, and registrations for compliance with federal, state, and local requirements.
• Track renewals, schedule renewals in advance, and prepare status reports for leadership.
• Develop and maintain trackers, checklists, workflows, and reminders for regulatory compliance.
• Coordinate with departments to gather required documentation for regulatory filings.
• Support surveys, inspections, audits, and program reviews with current documentation.
• Prepare periodic compliance reports identifying expirations, renewals, and risks.
• Keep records audit-ready and accessible for regulatory reviews.

Skills

Regulatory compliance

Credentialing

Program coordination

Healthcare administration

Attention to detail

Education

Bachelor's degree in healthcare administration, business administration, public health, compliance, or related field

Tools

NPPES NPI Registry

CMS portals

Job description

Position SummaryThe Operations Licensing, Registration, and Certification Coordinator proactively supports coordination and maintenance to comply with timely enrollments and renewal processes for all governmental payor programs and regulatory agencies for clinic operations from federal, state, county, and local licenses, certifications, registrations, permits, and programs to ensure uninterrupted business operations and support the continued delivery of services.ScheduleOnsite presence – Monday through Friday 8:00 a.m. – 5:00 p.m.Flexible, including evenings and weekends based on operational needs.Duties and ResponsibilitiesEnsure all current licenses, certification, and program registrations always remain active through proactive management, earliest registration, as well as immediately notifying supervisors and contacting agencies and programs when issues arise through diligent, consistent follow up through resolution.Ensure earliest licensing certifications, program registration for new locations, services, programs, relocations, and organizational changes.Keep supervisors current on the statuses of all licenses, certification, permits, and program registrations, as well as any issues that arise.Ensure weekly meeting with supervisors are consistently held.Ensure reports are presented on the status of all licenses, certifications, and program registrations and upcoming renewals, as well as interventions and recommendations for site processing during departmental meetingsMaintain a comprehensive inventory all organizational licenses, certifications, registrations, permits, and program requirements.Proactively monitor renewal deadlines and initiate processes well in advance of expiration to prevent lapses or disruptions in services.Track application and renewal progress, outstanding documentation, agency communications, fees, inspections, corrective actions, and approvals.Coordinate with inter-departments to obtain required documentation and complete regulatory requirements.Monitor regulatory and program communications for changes that may impact organizational requirements and communicate updates to appropriate stakeholders.Prepare periodic status reports for leadership identifying upcoming expirations, pending renewals, outstanding requirements, and potential compliance risks.Develop and maintain standardized trackers, checklists, workflows, and reminder systems to improve regulatory compliance and prevent missed deadlines.Maintain organized, current, and audit-ready records of licenses, certifications, applications, correspondence, approvals, and renewals.Support regulatory surveys, inspections, audits, and program reviews by ensuring required documentation is current and readily accessible.Perform other duties as assigned by the Operations Director.Payor Programs & Regulatory AgenciesFederal: Medicare, CLIA, NPPES NPI Registry, Federal Processing Registry (SAM)State: Medicaid/Medi-Cal, CDPH (Facility, CLIA, Medical Waste Management), Board of PharmacyLocal: Business Tax License, DBA/Fictitious Business Name, Other applicable local requirementsPrograms & Services: CPSP, FamPACT, VFC/VFAMinimum RequirementsMicrosoft Office/Word/Excel/Outlook/PowerPointExcellent Communication SkillsExcellent Customer Service SkillsAbility to work as a team player and work independentlyReliable transportationThis position requires 10% travel outside the local area.Required Education/Experience and/or Licensure/CertificationBachelor’s degree in healthcare administration, business administration, public health, compliance, or related field.Experience in healthcare licensing, regulatory compliance, credentialing, program coordination, or healthcare administration preferred.Experience with an FQHC, community health center, medical group, or similarly regulated healthcare organization preferred.Commitment to goals and philosophy of Northeast Community ClinicValid State IdentificationPhysical Requirements and Working ConditionsOSHA Category 3 – Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues are not a condition of employment.The work is majority of the time sedentary in nature.The employee is regularly required to communicate, frequently required to use repetitive motions, move, remain stationary, regularly push, pull and lift up to 20 pounds and occasionally push, pull and lift up to 40 pounds.Must possess mobility to work in a standard office/clinic setting (in some cases both settings) and to use standard office/clinic equipment, including a computer, stamina to maintain attention to detail despite interruptions, read printed materials and use a computer, and communicate in person and over the telephone.