Operations Coordinator

Job Description

Job Description

Position :
Operations Coordinator

Reports To : CEO

Job Type :
Full time, W2, Salary position

Location :
Hybrid / In
-Person

Compensation : $45,000 - $55,000 base salary;
Dependent on Experience

At Oro Valley Acupuncture we are changing lives on a daily basis. We see a high volume of patients per day (usually in office 4 days a week from 7:30 am - 2:00 pm, with a commitment of up to 5 weekends per year for community events). Specializing in chronic pain and nerve conditions, the team works diligently to ensure 100% excellence in patient care from the first phone call to the final treatment and/or ongoing maintenance care.

Mission Statement

We empower people to reclaim their health and vitality through personalized, holistic Chinese Medicine, transforming chronic conditions into a journey of healing and well‑being. Our clinic is dedicated to offering compassionate care, innovative treatments, and a supportive community that helps patients get back to doing what they love with the people they love.

Role :
As an Operations Coordinator, you’ll support and oversee a team of 5 - 7 staff and ensure the smooth functioning of a busy, thriving Chinese Medicine clinic. You’ll work closely with the CEO and receive clear instructions and regular check‑ins. This is a foundational role for someone who is eager to learn, detail‑oriented, and thrives on following and executing structured processes and patient care with consistency and excellence.

Oversee all functions of clinic including back and front of house operations. Maintain accurate patient and business records through data entry, reporting, and documentation. Coordinate recurring administrative processes (patient scheduling, weekly check‑lists, CRM updates, task follow‑ups). Assist with internal SOP documentation and updates. Create and ensure training implementation, meet established KPIs, assist CEO in marketing. Flag issues, inconsistencies, or risks to your team lead in a timely manner.

Recurring tasks and admin operations are completed with consistency and accuracy. All assigned SOPs are kept up to date and followed precisely. Assigned projects are completed on time and according to expectations. Leadership is informed early of any delays, risks, or questions.

2-3 years of operations, admin, or business support experience preferred (preferable in healthcare or medspa setting). Ability to follow check‑lists and processes exactly. Comfort with spreadsheets, task management software, and written documentation.

Comfort with managing a team, including hiring and firing, and leading team meetings in a service‑oriented, DRAMA‑FREE, environment. Strong organizational skills and impeccable attention to detail. High level of tech comfort—able to learn EHR, phone systems, CRM tools, and workflows quickly. Excellent communication skills with a calm, patient‑centered demeanor. Ability to make independent decisions, solve problems, and own outcomes without micromanagement.

Ensure accurate patient records, documentation, and follow‑up systems within our EHR.

Reliable references, Credit check, and drug testing required.

Proactive communication and willingness to ask for help or clarity.

Someone experienced in operations who is hungry to learn and thrives with structure, support, and check‑lists. Someone who wants to grow into a leadership role as they learn the ins and outs of this thriving 5‑year‑old established business.

Someone looking for creative autonomy or immediate leadership opportunities. This is a highly structured execution role.

Experience in integrative medicine or holistic health settings. Familiarity with patient financial counseling. Prior responsibility for scheduling systems or operational process improvement. Bachelor's degree or relevant certifications a plus.

• In office and at home hours
• Professional development assistance
• Potential for health insurance and 401K