Business Services Operations Coordinator (Remote)

LOCATION:  Remote – This is a home based, virtual position that operates from 8:30am – 5:00pm EST.  Vaya Health welcomes applications from NC, SC, GA, TN, VA, MD, and FL residents.

GENERAL STATEMENT OF JOB

The Business Services Operations Coordinator plays a vital role in supporting the Vice President of Business Services. This position is responsible for coordinating and optimizing the operations of the Business Services department, ensuring seamless workflow and effective communication across teams. Additional responsibilities include development and implementation of operational processes, including training and onboarding modules. Key responsibilities include coordinating meetings, tracking performance metrics, preparing reports, and facilitating communication between Business Services and other Information Services Division (ISD) departments. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to multitask in a dynamic environment, along with a solid experience in an information technology and software development environment.

ESSENTIAL JOB FUNCTIONS

Administration and Operations Support:

• Provide administrative and operational support to the VP of Business Services, including scheduling meetings, managing calendars, and preparing meeting materials such as agendas, presentation, and other meeting artifacts
• Track action items and high-level issues assigned to the VP of Business Services, raising items and issues when appropriate to ensure successful resolution 
• Create business service documentation, working with ISD Technical Writing team to ensure documentation remains up to date and accessible to relevant stakeholders
• Assist in the creation, refinement, and implementation of operational processes to ensure efficient completion of business deliverables while following best practices
• Collaborate with other divisional coordinators to ensure deadlines and assignments are completed efficiently and on time while meeting the strategic goals of the division and organization

Reporting and Communications:

• Monitor performance metrics, track key milestones, and prepare regular status reports for the VP of Business Services and ISD Leadership
• Monitor service desk tickets for Business Services team, ensuring ticket management is adhering to approved process and procedures. Escalating tickets upward when issues arise.
• Act as a liaison for the VP of Business Services with department teams, cross-functional leaders, and external stakeholders

Other Duties as Assigned.

KNOWLEDGE, SKILLS, & ABILITIES

• Have an understanding of leadership and executive level administrative support including calendar management, tracking action items, and provide project status reports 
• Able to identify risks and barriers and escalate to VP of Business Services when timelines and due dates are at risk 
• Flexibility to manage multiple assignments, prioritize effectively to ensure deadlines are met in a dynamic environment 
• Detail-oriented to ensure accuracy in all assigned tasks and documentation 
• Strong verbal and written communication skills to interact with various stakeholders 
• Create and maintain relationships with team members, cross-functional teams and vendors to support meeting organizational objectives, delegate tasks and lead small workgroups 
• Competence in using all Microsoft O365 products including but not limited to Word, Excel, PowerPoint, Visio and Outlook 
• Able to execute critical thinking skills to address shifting priorities and work assignments  

QUALIFICATIONS & EDUCATION REQUIREMENTS

High School Diploma or GED required.  Bachelor’s degree in Management Information Systems, Computer Information Systems, Business Administration, or Project Management preferred.  Must have 3-5 years of executive or leadership administrative support.

Preferred work experience:

• Project Coordination
• Executive Calendar Management
• Issue Resolution

PHYSICAL REQUIREMENTS

• Close visual acuity to perform activities such as preparation and analysis of documents; viewing a computer terminal; and extensive reading. 
• Physical activity in this position includes crouching, reaching, walking, talking, hearing and repetitive motion of hands, wrists and fingers. 
• Sedentary work with lifting requirements up to 10 pounds, sitting for extended periods of time. 
• Mental concentration is required in all aspects of work.

RESIDENCY REQUIREMENT:  The person in this position must live in NC, SC, GA, TN, VA, or FL.

SALARY: Depending on qualifications & experience of candidate. This position is non-exempt and is eligible for overtime compensation. 

DEADLINE FOR APPLICATION: Open Until Filled.

APPLY: Vaya Health accepts online applications in our Career Center, please visit https://www.vayahealth.com/about/careers/.

Vaya Health is an equal opportunity employer.