Operations Specialist

Aveanna Healthcare; Harrisburg (Dauphin County); On-site; USD 35,000 - 50,000; Full time

Job summary

A leading healthcare provider in Harrisburg is seeking an Operations Specialist to enhance office operations and customer satisfaction. The role involves serving as a point of contact for inquiries, supporting personnel functions, and ensuring an efficient workspace. Ideal candidates possess a high school diploma and possess two years of office experience, while proficiency in Microsoft Office is essential. This position aims to promote exceptional service within a dynamic environment.

Qualifications

• Minimum of two years of general office experience is required.
• Must have proficient typing and Microsoft Office skills.
• Experience in private duty, home care, or healthcare preferred.

Responsibilities

• Act as point of contact for inquiries and provide exceptional service.
• Coordinate day-to-day office operations to ensure efficiency.
• Support various personnel functions like onboarding and offboarding.

Skills

Customer service expertise

Effective communication skills

Time management

Problem-solving abilities

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Overview

Position Overview As an Operations Specialist, you will be an integral part of the team, contributing to the seamless functioning of various office operations. This multifaceted role requires a versatile professional with expertise in customer service, personnel and operations support. The successful Operations Specialist will excel in a dynamic environment, demonstrating the ability to handle diverse tasks efficiently.

Essential Job Functions

• Act as a point of contact for inquiries, providing exceptional service and fostering positive relationships with a diverse range of individuals, including patient families, caregivers, colleagues, and external stakeholders.
• Collaborate with teams to enhance overall customer satisfaction and experience.

Physician Signature Management

• Track and obtain signed plans of care (POCs) from ordering medical personnel (e.g., Physician, Nurse Practitioner)
• Manage physician order tracking in myUnity
• Support clinical team in assembling initial POC packets and submitting for timely signatures.
• Assemble and submit re‑certification POC packets with required paperwork and request physician approval on behalf of clinical teams.

Location Support

• Assist with coordination of day‑to‑day office operations, ensuring a well‑organized and efficient workspace.
• Manage and maintain documentation and records.
• Submit and track requested documentation and records.
• Coordinate logistics for meetings, events and office functions.
• Oversee office supplies, equipment, and facilities to maintain optimal functionality.
• Assist in answering incoming calls and ensuring accurate messages are taken and given to the appropriate staff member.
• Distribute mail to the appropriate staff member or department.
• Process invoices according to branch location guidelines.
• Perform other duties as needed to support location needs.

Personnel Support

• Support various personnel functions, including onboarding, offboarding, and record‑keeping.
• Coordinate fingerprinting needs for any relevant contracts to ensure timely completion.
• Assist with recruiting activities.
• Ensure the security, accuracy, and completeness of caregiver personnel files to include:
  • Verifying and maintaining caregiver credentials (licenses and certifications).
  • Creating and providing monthly evaluation and skills report to Director(s).
  • Serve as a backup to payroll processes during the absence of the Client Service Supervisor or Executive Director, as needed, ensuring continuity and accuracy in payroll operations.

Requirements

• High school diploma or GED
• Two (2) years general office experience
• Proficient typing skills
• Proficient Microsoft Office skills

Preferences

• Private duty, home care or health care experience
• Advanced Microsoft Excel skills

Other Skills / Abilities

• Must always maintain company and employee confidentiality.
• Must maintain professional boundaries at all times.
• Ability to remain calm and professional in stressful situations.
• Attention to detail.
• Time management.
• Effective problem‑solving and conflict resolution.
• Excellent organization and communication skills.

Physical Requirements

• Must be able to speak, write, read, and understand English.
• Occasional lifting, carrying, pushing, and pulling of up to 25 pounds.
• Prolonged sitting, walking, standing, bending, kneeling, reaching, twisting.
• Must be able to sit and climb stairs.
• Must have visual and hearing acuity.

Environment

• Performs duties in an office environment with occasional field visits during agency operating hours.
• Must be able to function in a wide variety of environments which may involve exposure to allergens and other various conditions.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Vaccine Requirement

As an employer accepting Medicare and Medicaid funds, employees must comply with all health‑related requirements in all relevant jurisdictions, including required vaccinations and testing, subject to exemptions for medical or religious reasons as appropriate.