Operations Specialist

The Rector & Visitors of the University of Virginia; Manassas (VA); On-site; USD 54,517 - 97,117; Full time

Job summary

The Rector & Visitors of the University of Virginia (UVA Health) in Manassas, VA, seeks an Operations Specialist to support ambulatory clinic operations, optimize workflows, and drive strategic initiatives across the Medical Group.

You will partner with clinic leaders to improve access, productivity, patient experience, and financial performance, while progressing toward leadership opportunities in Medical Group operations.

Qualifications

• Bachelor's Degree in Healthcare Administration, Business, or related field.
• Minimum of 3 years of experience in healthcare operations, medical group practice support, or project management preferred.
• Experience with project management and execution of operational initiatives.
• Knowledge of ambulatory/medical group operations and clinical workflows.
• Strong analytical and problem-solving skills with ability to interpret operational data.
• Excellent written and verbal communication skills, including executive-level communication.

Responsibilities

• Support day-to-day clinic operations and workflow optimization with practice managers, physicians, and advanced practice providers.
• Assist with clinic program development, implementation, and monitoring across clinics.
• Identify operational gaps and recommend process improvements to enhance efficiency, access, and patient throughput.
• Coordinate cross-functional workgroups, ensuring alignment across clinical, administrative, and support teams.
• Develop reports, dashboards, and presentations related to key medical group metrics (e.g., access, productivity, utilization, patient experience).
• Present analyses and project updates to operational and physician leadership as appropriate.

Skills

Ambulatory operations

Project management

Data analysis

Communication

Organization

Travel

Education

Bachelor's Degree in Healthcare Administration, Business, or related field

Tools

Microsoft Office (Excel, PowerPoint, Word)

Visio

Job description

Operations Specialist - Medical Group

Job Code: AD3000

ABOUT US

We are welcoming a new era in healthcare where achieving good health is just the beginning. At UVA Health Northern VA & Culpeper, we believe in caring for the whole person by building meaningful connections with our patients. By combining the expertise of our people, the breadth of capabilities across our system, and our commitment to improving community health, we are advancing the patient experience every day.

As a UVA Health team member, you will play a key role in supporting patient care delivery, enabling clinical excellence, and contributing to operational success across our medical group practices.

JOB TYPE

Classification: Exempt
Supervises: None

JOB SUMMARY

Reporting to Medical Group Operations leadership, the Medical Group Operations Specialist plays a critical role in supporting practice operations, workflows, and strategic initiatives across ambulatory clinics.

This role partners clinical and operations leaders to drive operational efficiency, support provider productivity, and ensure alignment with organizational priorities. The Operations Specialist coordinates projects, analyzes operational data, and facilitates execution of initiatives that enhance access, quality, patient experience, and financial performance across the medical group.

The Operations Specialist will develop subject matter expertise over time and may serve as the designated owner for assigned operational areas. Through increasing responsibility, exposure to practice leadership, and participation in operational decision-making, this role is designed to build the skills and experience necessary for future leadership opportunities within Medical Group operations.

PRIMARY RESPONSIBILITIES

Operational & Practice Support

Partner with practice managers, physicians, and advanced practice providers to support day-to-day clinic operations and workflow optimization

Assist with clinic program development, implementation, and monitoring across clinics

Identify operational gaps and recommend process improvements to enhance efficiency, access, and patient throughput

Participate in operational planning discussions and gain exposure to practice management functions, including staffing, access management, provider productivity, and financial performance.

Assume increasing responsibility for designated operational areas as subject matter expertise develops.

Project Management & Execution

Manage and support multiple concurrent medical group initiatives, including clinic onboarding, program development, and operational improvement efforts

Coordinate cross-functional workgroups, ensuring alignment across clinical, administrative, and support teams

Track milestones, risks, and dependencies; elevate issues and propose solutions to maintain project progress

Lead selected projects and operational initiatives with increasing autonomy and accountability.

Data Analysis & Reporting

Develop, maintain, and analyze reports, dashboards, and presentations related to key medical group metrics (e.g., access, productivity, utilization, patient experience)

Translate data into actionable insights to support decision-making by operational and clinical leadership

Utilize operational and financial data to identify trends, opportunities, and areas requiring intervention.

Present analyses, recommendations, and project updates to operational and physician leadership as appropriate.

Meeting & Communication Coordination

Coordinate and support operational and leadership meetings (agenda development, materials preparation, documentation of minutes and action items)

Ensure timely follow-up on action items and clear communication of next steps

Maintain organized and accessible project and operational documentation

Stakeholder Engagement

Build strong working relationships with physicians, advanced practice providers, clinic leaders, and administrative partners

Serve as a liaison across departments to facilitate collaboration and ensure alignment on priorities

Communicate project updates, risks, and outcomes clearly and effectively to stakeholders

Develop the influence and relationship-management skills necessary to support future leadership responsibilities.

Continuous Improvement & Problem Solving

Apply critical thinking to identify issues impacting clinic operations and patient care delivery

Support performance improvement initiatives using data and operational insights

Contribute to standardization and scalability of workflows across the medical group

Develop subject matter expertise in assigned operational areas and serve as a resource for best practices, process improvement, and operational problem-solving.

Leadership Development & Operational Ownership

Shadow and partner with Medical Group leaders to gain exposure to practice management, physician operations, strategic planning, and organizational decision-making.

Participate in leadership discussions and operational reviews to build understanding of ambulatory practice operations.

Demonstrate increasing ownership of projects, operational priorities, and assigned functional areas.

Prepare for future leadership opportunities through progressive responsibility, mentorship, and hands‑on operational experience.

Additional Responsibilities

Support provider onboarding, clinic launches, and operational readiness efforts

Assist with development of executive presentations and strategic materials

Perform other duties as assigned

QUALIFICATIONS

Education:

Bachelor's Degree required (Healthcare Administration, Business, or related field preferred)

Experience:

Minimum of 3 years of experience in healthcare operations, medical group practice support, or project management preferred

Licensure:

N/A

SKILLS & REQUIREMENTS

Required:

Knowledge of ambulatory/medical group operations and clinical workflows

Experience with project management and execution of operational initiatives

Strong analytical and problem-solving skills with ability to interpret operational data

Excellent written and verbal communication skills, including executive-level communication

Strong organizational and time management skills; ability to manage multiple priorities simultaneously

Proficiency with Microsoft Office (Excel, PowerPoint, Word; Visio preferred)

Ability to build relationships and effectively collaborate with clinical and administrative stakeholders

Ability to travel across clinic sites as needed

Preferred:

Experience supporting provider productivity, scheduling, or access initiatives

Exposure to healthcare performance metrics (Relative Value Unit (RVUs), panel size, access metrics, etc.)

Familiarity with Epic or other EMR platforms

COMPETENCIES

Communication

Effectively communicates with clinical and operational leaders

Presents information clearly and concisely to diverse audiences

Maintains transparency and consistent updates on projects and initiatives

Collaboration & Teamwork

Builds trust with providers, practice leaders, and cross-functional partners

Contributes to a collaborative, solutions‑oriented work environment

Operational Excellence

Demonstrates strong organizational skills and attention to detail

Uses data and critical thinking to drive decision‑making and problem‑solving

Continuously seeks opportunities for improvement and professional growth

PHYSICAL DEMANDS

Medium physical demand: frequent standing, walking, bending/stooping

Ability to lift/push/pull up to 100 lbs. (with safe handling equipment as appropriate)

Requires strong visual, auditory, and communication skills

OTHER

May require use of safety equipment for infection prevention

Requires travel between clinics and facilities as needed

The base compensation range for this role is $26.21 - $46.76 hourly.

Individual compensation will be determined by the selected candidate's qualifications, previous work experience, and/or education. Please note that the pay range does not include any applicable incentive compensation programs such as shift differentials, clinical ladders, and other incentives that may be available for those in eligible positions.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.