Provider Operations Coordinator

Western Reserve Area Agency on Aging; North Olmsted (OH); On-site; USD 42,000 - 54,000; Full time

Job summary

Western Reserve Area Agency on Aging is seeking a detail-oriented Provider Operations Coordinator to manage scheduling, provider communications, documentation, and data tracking. You will maintain accurate provider records, coordinate certification and compliance reviews, and route inquiries to the appropriate staff.

The role requires strong organizational skills, proficiency with Microsoft Office and databases, and the ability to coordinate multiple tasks while safeguarding confidential

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Two years of experience in program coordination, provider relations, healthcare or human-services operations, or contract-support preferred.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, databases, and electronic recordkeeping systems.
• Strong organization, data-entry, proofreading, written communication, telephone, and customer-service skills.
• Ability to coordinate multiple projects or workflows simultaneously and maintain confidentiality.

Responsibilities

• Coordinate daily workflow for the Provider Operations team, organizing tasks and timelines.
• Serve as primary contact for provider inquiries, document issues, and route them to staff.
• Plan provider orientations, training sessions, staff conferences, and meetings; handle logistics.
• Develop agendas, attendance records, minutes, and action-item trackers; provide status updates.
• Lead provider contracts from start to finish; monitor execution and renewals; maintain records.
• Oversee provider-certification processes; track statuses and follow up on missing docs.
• Maintain provider records and confidentiality; manage data in PIMS and approved systems.
• Coordinate provider communications and ensure content accuracy and timely responses.
• Monitor certifications, expansions, and performance measures; elevate issues as needed.
• Compile productivity and status reports for management and identify workflow improvements.

Skills

Organization

Data entry

Written communication

Customer service

Scheduling

Multitasking

Professional communication

Education

High school diploma or equivalent

Associate degree in business administration or related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Databases

Electronic recordkeeping systems

Job description

FLSA Status: Non-Exempt

Dedicate yourself to an Organization and Mission you can be proud of by joining the Western Reserve Area Agency on Aging!

Reports to: Provider Operations Manager

FLSA Status: Non-Exempt

Dedicate yourself to an Organization and Mission you can be proud of by joining the Western Reserve Area Agency on Aging!

Our Mission:

We provide choices for people to live independently in the place they want to call home.

About Us:

Western Reserve Area Agency on Aging (WRAAA) is a private non-profit corporation located, organized, and designated by the State of Ohio to be the planning, coordinating and administrative agency for federal and state aging programs in Cuyahoga, Geauga, Lake, Lorain, and Medina Counties. It is one of twelve Area Agencies on Aging (AAAs) in the state organized together with local service provider organizations and the Ohio Department of Aging (ODA) to form the state's public aging services network. The network works together to create opportunities for Ohioans to receive needed home and community services and supports; and to age successfully in their own homes and communities.

WRAAA's core values:

• Quality: Providing the highest quality of care management and unsurpassed services that together deliver premium value to our consumers.
• Efficiency: Optimal use of resources to provide the maximum level of care for our consumers, as well as the best experience for our employees.
• Collaboration: Positive interactions among and between all staff, consumers, and stakeholders with the underlying values of the 3Cs—courtesy, compassion, and competence.
• Safety: The safety of our consumers and employees in their homes, in the office, and in the community.

Candidates we love…

• Self-motivated and compassionate professionals looking to be part of a Best-in Class organization
• Team players who are committed to providing superior service to all they serve
• Enthusiastic professionals excited to grow with an organization that values dedication, innovation, and collaboration.

What Our Staff Loves About Us…

• A generous six week PTO program and thirteen paid holidays
• An investment in professional development through a substantial, annual training funds allotment
• A 401K program with company match
• Mileage reimbursement
• Medical, Dental, Vision Benefits and so much more

Position Summary:

Western Reserve Area Agency on Aging is seeking an organized, detail-oriented, and service-focused Provider Operations Coordinator. This position plays a key coordinating role in provider operations by managing scheduling, provider communications, documentation, and data tracking. The successful candidate will take lead responsibility for maintaining accurate provider records, coordinating certification and compliance-review processes, and ensuring provider inquiries and departmental assignments are routed, tracked, and resolved in a timely manner.

Job Duties:

• Coordinate daily workflow and priorities for the Provider Operations team, ensuring tasks, timelines, and follow-up activities are organized and completed.
• Serve as a primary contact for provider inquiries (calls, emails, correspondence), documenting issues, routing them to appropriate staff, and tracking them through resolution.
• Plan and coordinate provider orientations, technical-assistance sessions, staff conferences, and committee meetings, including scheduling, logistics, materials preparation, and follow-up on action items.
• Develop and maintain agendas, attendance records, meeting minutes, and action-item trackers, providing regular status updates to the Provider Operations Manager.
• Lead coordination of provider contracts from start to finish, including tracking contract requests, routing draft and final documents for review and approval, monitoring contract execution and renewals, maintaining contract records, and ensuring alignment with agency requirements and timelines.
• Lead coordination of initial and expansion provider-certification processes by organizing applications, maintaining checklists, tracking statuses, and following up on missing or incomplete documentation.
• Oversee the maintenance of provider records and structural-compliance documentation, ensuring files are complete, accurate, current, and confidential.
• Manage provider information within PIMS and other approved systems, ensuring data accuracy, consistency, and timely updates to support reporting and compliance monitoring.
• Coordinate provider communications, including notices and reports, ensuring content accuracy, appropriate approvals, timely distribution, and tracking of required responses or actions.
• Monitor and track certifications, expansions, technical assistance activities, compliance reviews, sanctions, deadlines, and assigned performance measures; elevate issues or delays as needed.
• Compile and interpret statistical and operational data to produce accurate productivity, status, and tracking reports for management.
• Identify opportunities to streamline provider operations processes and collaborate with the Provider Operations Manager and team to implement workflow improvements while safeguarding confidential information.

Qualifications

• High school diploma or equivalent required; associate degree in business administration, office administration, health and human services, or a related field preferred.
• Two years of experience in program coordination, provider relations, healthcare or human-services operations, compliance, or contract-support preferred.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, databases, and electronic recordkeeping systems.
• Strong organization, data-entry, proofreading, written communication, telephone, and customer-service skills.
• Demonstrated ability to coordinate multiple projects or workflows simultaneously, meet deadlines, follow detailed procedures, maintain confidentiality, and communicate professionally with providers, employees, partners, and the public.
• Ability to work both independently and collaboratively, exercise sound judgment, and proactively identify and resolve routine operational issues.

The Agency is committed to providing equal employment and advancement opportunities to all. Employment decisions are made based on each person’s performance, qualifications, and abilities. The Agency does not discriminate in employment opportunities or practices on the basis of race, color, religion, gender, sex, national origin, age, disability status, health status, genetic information or ancestry, protected veteran status, sexual orientation, gender identity or expression, or any other protected characteristic.

Western Reserve Area Agency on Aging’s Equal Employment Opportunity policy covers all aspects of employment practices, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.