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Operations Coordinator in Philadelphia, PA at Public Health Management Corporation

Date Posted: 1/21/2019

Job Snapshot

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    Not Specified
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Job Description

This position is responsible for the coordination of activities that ensure organizational performance, productivity and efficiency including the coordination and implementation of special projects across all Health Promotion Service (HPS) including Health Promotion Council staff and program needs; Serves as HPS main contact with PHMC’s Administration departments (ie. Fiscal, HR, Facilities) to ensure timely communication and relationship management. Reports to Operations Manager, Health Promotion Council.  


Supervisory Duties – The operations coordinator supervises 4 administrative support staff supporting the 5 divisions across health promotions services.

  • Enforces agency policies and procedures
  • Other relevant duties as assigned
  • Approve assigned staffs’ time in human resource management system
  • Complete and conduct annual reviews; support staff in their professional development.
  • Hold regularly scheduled operations meetings with administrative staff
  • Perform other duties as assigned
  • Organize and delegate workflow
  • Conduct quarterly and annual reviews
  • Ensure Administrative team has necessary tools to complete delegated tasks

Human Resources

  • Conducts on-boarding process of prospective candidates to ensure accurate and timely hiring
    • Ensures candidates complete application
    • Processes new hire and credentialing paperwork
    • Communicates with candidates at all levels of the HR process
    • Ensures new hire paperwork is submitted to HR according to orientation calendar
  • Serves as the timekeeper coordinator for HPS ensuring all staff time is completed and submitted according to the payroll calendar
  • Creates and conducts trainings as necessary


  • Supports programs in grant submissions as needed
  • Coordinates and assigns administrative assistant in rotation, as needed


  • Inventory management; keeps track of master inventory, equipment, and lockers
  • Responsible for placing visitors into VMS
  • Responsible for monthly seating audit
  • Project management support and coordination as directed by operations manager


  • Responsible for input of billing for HPS Fee-based and Reimbursable Programs and Services
  • Responsible for patient and client data based input, reporting and coordination for billingOther Duties
  • Support HPC Executive Director in Board requirements and activities and maintains HPC Board documents
  • Schedules meetings and room reservations; sets up equipment, as necessary
  • Makes travel arrangements as requested
  • Other administrative duties as assigned


  • Effective verbal and written communication
  • Proficient with computer and web-based systems and spreadsheets
  • Strong interpersonal skills
  • Strong analytical skills
  • Excellent coordination/ organizational skills
  • Detail oriented and a strong technical resource
  • Strong fiscal knowledge
  • Ability to maintain confidentiality


  • Working in non-profit setting preferred
  • Previous supervisory experience preferred
  • Two or more years in organizational management , HR, and fiscal monitoring
  • Three or more years as an administrative for executive leadership

Education Requirement:

  • Bachelor’s Degree from an accredited college or University preferred.


  • Commensurate with education and experience.