Patient Services Administrative Operations Coordinator

The Patient Lodging and Support Services Program Coordinator plays a key administrative and operational role in supporting UVA Health's Lodging and Patient Assistance programs, which help reduce barriers to care for patients and families. This role is responsible for coordinating the business, financial, and data functions that ensure access to safe, reliable, and cost-effective accommodations for patients and caregivers traveling long distances for treatment, those discharged but required to stay close by, and those needing a supportive, non-clinical environment.

The Coordinator serves as the program's central administrative hub - managing contracts, processing invoices, overseeing data integrity, supporting reporting requirements, and maintaining essential workflow and documentation systems. With a strong focus on accuracy, organization, and partnership with internal and external stakeholders, the Coordinator ensures the Patient Lodging and Support Services program operates efficiently, transparently, and in alignment with UVA Health standards.

These roles are responsible for providing administrative services to the organizations schools/units/leadership. Activities may include preparing documents of varying complexity, managing the collection, recording, sorting and filing of data/information, preparing reports, making travel arrangements, arranging appointments/meetings, responding to inquiries.

Program Administration & Contract Management

* Support negotiation, implementation, and ongoing management of lodging and hotel contracts, ensuring compliance with service standards, pricing, and performance expectations.

* Maintain updated files on all agreements, contract terms, vendor contacts, and renewal timelines.

* Serve as the primary administrative liaison for external lodging partners, addressing operational questions and resolving routine vendor issues.

* Assist with developing and updating policies, procedures, and workflow documents for lodging operations.

Financial Coordination & Invoice Processing

* Review, reconcile, and process invoices from hotels and lodging partners with accuracy and timeliness.

* Track lodging utilization, costs, and budget impacts to support financial oversight of the program.

* Coordinate with Finance, Supply Chain, and Patient Care teams to verify billing details and resolve discrepancies.

* Maintain organized and auditable financial records in accordance with UVA Health requirements.

Data Management & Reporting

* Maintain accurate and complete lodging program data across all systems and databases.

* Generate routine and ad hoc reports on utilization, trends, financials, patient demographics, and other key performance indicators.

* Support the development of dashboards and data summaries used for leadership updates, program planning, and strategic decision-making.

* Ensure data integrity and compliance with privacy and confidentiality standards.

Operational Coordination & Support

* Monitor daily lodging capacity across Hospitality House and contracted hotel partners and support placement workflows as needed.

* Communicate updates on room availability, referral volumes, and operational changes to internal teams.

* Assist with administrative aspects of philanthropic financial assistance programs, including documentation, eligibility verification, and reporting.

* Collaborate with internal stakeholders-including Social Work, Finance, and Guest Services-to support smooth program operations.

Customer Service & Stakeholder Support

* Provide responsive, professional support to internal stakeholders with questions related to lodging processes, eligibility, or administrative requirements.

* Assist in problem resolution when operational issues arise, escalating as appropriate.

* Participate in efforts to gather feedback from guests, staff, and partners to support continuous program improvement.

In addition to the above job responsibilities, other duties may be assigned.

MINIMUM REQUIREMENTS

Education:

High School Graduate or Equivalent Bachelor's Degree preferred.

Experience:

2 years relevant experience required.

Licensure:
None required.

PHYSICAL DEMANDS

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

The starting base rate for this role is $19.50 hourly. Individual compensation will be determined by the selected candidate's qualifications, previous work experience, and/or education.

Benefits

* Comprehensive Benefits Package:
Medical, Dental, and Vision Insurance

* Paid Time Off, Long-term and Short-term Disability, Retirement Savings

* Health Saving Plans, and Flexible Spending Accounts

* Certification and education support

* Generous Paid Time Off

UVA Health is a world-class Magnet Recognized academic medical center and health system with a level 1 trauma center.  U.S. News & World Report "Best Hospitals" guide rates UVA Health University Medical Center as "High Performing" in 5 adult specialties…