Operations Coordinator/Administrative Assistant - Medicare/Medicaid Programs - Dallas

Orchard - Dallas, TX

Full-time - Entry Level

Dallas, TX

Crop Production

About the position

The Operations Coordinator/Administrative Assistant position at Orchard LLC is a vital role within a not-for-profit corporation dedicated to enhancing the quality and efficiency of healthcare and human services programs. This position is based in Dallas, TX, and is contingent on CMS funding approval. The Operations Coordinator will be responsible for coordinating a variety of operational functions and activities across the business unit, ensuring that all tasks are completed in a timely and efficient manner. The ideal candidate will be recognized for their attention to detail, organizational skills, and ability to communicate effectively with a diverse range of individuals. In this role, the Operations Coordinator will serve as a liaison to CMS and other governmental entities, obtaining and providing necessary information, identifying issues, and assisting with timely responses to inquiries regarding contracts. The coordinator will respond to client inquiries through both written and oral communications, ensuring contract compliance by monitoring deliverables and contract requirements. This includes communicating Medicare change requests and working collaboratively with other business units to ensure effective coordination of objectives and deliverables. The Operations Coordinator will also manage the transition of workloads, serve as the interface with other entities, and act as the Contractor Administrator for the CMSARTs system. Responsibilities include writing reports, preparing presentations, and ensuring timely approval of deliverables by the Program Director. The coordinator will provide training and technical advice to team members, coordinate new CMS User ID setups, and conduct background verifications. Additionally, the Operations Coordinator will work closely with the Quality Director/Officer on ISO initiatives aimed at improving operational systems, processes, and policies to enhance information flow and management reporting. Facilitating project logistics such as meetings, conference rooms, and conference calls will also be part of the role, along with participating in or leading internal and external committees as assigned. This position requires a proactive approach and a strong sense of urgency to see tasks through to completion, making it an excellent opportunity for someone with a passion for operational excellence in the healthcare sector.

Responsibilities

• Serve as a liaison to CMS and other governmental entities to obtain/provide information and assist with timely responses to inquiries regarding contracts.
• Respond to client inquiries via written or oral communications.
• Ensure contract compliance by monitoring deliverables and communicating Medicare change requests.
• Work with other business units to ensure effective coordination of objectives and deliverables.
• Establish permissions in systems and perform quality reviews of deliverables to ensure compliance with applicable regulations.
• Manage activities and facilitate projects by setting priorities.
• Coordinate and manage the transition of workloads and serve as the interface with other entities.
• Act as Contractor Administrator for CMSARTs system.
• Write reports, prepare presentations, and ensure timely approval of deliverables by the Program Director.
• Provide training and technical advice to team members.
• Coordinate new CMS User ID setups and background verifications.
• Collaborate with Quality Director/Officer on ISO initiatives to improve operational systems and processes.
• Facilitate project logistics such as meetings, conference rooms, and conference calls.
• Participate in or lead internal/external committees as assigned.

Requirements

• High school diploma or GED required; Associate's Degree in business preferred.
• At least 1 year of experience in an intermediate-level administrative position or an equivalent combination of education and experience.
• Prior experience working with medical records strongly preferred.
• Prior experience working on government contracts strongly preferred.
• Intermediate proficiency with Microsoft Office, including Excel, Access, PowerPoint, Word, and Outlook.
• Working knowledge of Medicare and/or Medicaid protocols for Fraud and Abuse investigations is preferred.
• Experience working with customer requirements and coordinating reports and deliverables.

Nice-to-haves

• Experience in healthcare administration or operations management.
• Familiarity with grant opportunities and funding processes for non-profit organizations.

Benefits

• Health insurance coverage.
• Two retirement plans.
• Generous vacation and sick leave accruals.
• Opportunities for advancement.