[Hiring] Front Office Operations Specialist @Ivy Rehab

Role Description

The Front Office Operations Specialist, Pediatrics serves as a key operational partner to the Director of Front Office Operations, Pediatrics. This role is responsible for coordinating and project managing strategic initiatives, monitoring operational performance, supporting process improvement efforts, and facilitating cross-functional collaboration across the pediatric division.

The ideal candidate is highly analytical, organized, and solutions-oriented. This individual will play a critical role in supporting pediatric front office operations by project managing important initiatives, identifying performance improvement opportunities, and partnering with leaders to ensure operational consistency and efficiency.

Responsibilities

• Operational Performance & Analytics
  • Analyze operational and revenue cycle data to identify trends, performance gaps, opportunities, and risks.
  • Develop, maintain, and distribute operational reports and dashboards that provide insight into front office performance, patient access, scheduling, authorizations, collections, and other key business metrics.
  • Conduct audits and workflow reviews to assess operational effectiveness and adherence to established standards.
  • Monitor key performance indicators and work with Director of Front Office Operations to provide actionable recommendations to improve operational outcomes.
  • Translate complex data into meaningful insights that support decision-making and operational strategy.
• Program & Project Management
  • Coordinate and support the implementation of pediatric operational initiatives across local, regional, and territory-level operations.
  • Manage project timelines, deliverables, stakeholder communications, and action plans to ensure successful execution.
  • Track initiative progress, identify risks or barriers, and drive appropriate follow-up to maintain momentum.
  • Support the rollout of new programs, operational enhancements, acquisitions, and workflow changes.
  • Facilitate project meetings and maintain accountability for key deliverables and follow-up actions.
• Operational Excellence & Process Improvement
  • Identify opportunities to improve front office workflows, operational efficiency, and patient experience.
  • Support the evaluation and optimization of front office processes to drive consistency and performance.
  • Assist in the development and maintenance of operational standards, procedures, and workflow documentation.
• Training, Onboarding & Change Management
  • Partner with stakeholders to ensure new initiatives are effectively translated into training materials, onboarding resources, and operational workflows.
  • Identify operational knowledge gaps and collaborate with onboarding and training teams on targeted education and training solutions.
  • Support change management activities through communication planning, stakeholder engagement, and implementation support.
• Cross-Functional Partnership
  • Collaborate with Revenue Cycle, Clinical Operations, Front Office Operations, Infinx, Patient Experience, and other support functions to drive alignment and execution.
  • Build strong relationships with leaders and stakeholders across the organization to support operational priorities.
  • Facilitate communication and collaboration among teams to ensure successful execution of strategic initiatives.
• Leadership Support
  • Develop professional presentations, scorecards, executive summaries, and leadership reporting materials.
  • Support the Director of Front Office Operations in meetings as needed and provide detailed recaps, recommendations, and follow-up support.
  • Assist with strategic planning efforts through project coordination, data analysis, and operational execution.
  • Support department priorities by ensuring visibility into progress, outcomes, and areas requiring attention.

Qualifications

• Bachelor's degree (preferred) in Business Administration, Healthcare Administration, Operations Management, or a related field; equivalent experience may be considered.
• 3+ years of experience in healthcare operations, program coordination, project management, business operations, or a related role.
• Strong analytical and problem-solving skills with the ability to interpret and act on data.
• Demonstrated experience managing multiple priorities and projects simultaneously.
• Advanced proficiency in Microsoft Excel, PowerPoint, Outlook, and reporting tools.
• Experience working with EMR or practice management systems.
• Excellent written and verbal communication skills.
• Strong relationship-building, organizational, and stakeholder-management capabilities.
• Ability to work independently while effectively managing competing priorities.

Benefits

• Eligibility for full benefits package beginning within your first month of employment.
• Generous PTO (Paid Time Off) plans and paid holidays.

Company Description

We are an equal opportunity employer, committed to diversity and inclusion in all aspects of the recruiting and employment process. Actual salaries depend on a variety of factors, including experience, specialty, education, and organizational need. Any listed salary range or contractual rate does not include bonuses/incentive, differential pay, or other forms of compensation or benefits.

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