Systems Operation Coordinator

POSITION SUMMARY

The System Operations Coordination is responsible for managing, maintaining, and continuously improving the organization’s operational systems and technology platforms. This role ensures that systems are properly configured, maintained, utilized, and aligned with business and operational needs. They will serve as a key liaison between departments, vendors, leadership, and system users to ensure system reliability, data integrity, efficient workflows, proper access, and ongoing optimization. The position will also oversee system implementations, upgrades, troubleshooting, user support, reporting, documentation, and training.

The ideal candidate is highly organized, technically proficient, process-driven, and capable of identifying opportunities to improve operational efficiency through technology and system enhancements

ESSENTIAL DUTIES & RESPONSIBILITIES

• Manage and sustain all assigned operational and business systems.

• Monitor system functionality, performance, integrations, and overall reliability.

• Maintain system configurations, workflows, permissions, user roles, and access levels.

• Ensure employee access is appropriately added, modified, and removed based on organizational

  changes.

• Coordinate routine system maintenance, updates, upgrades, and enhancements.

• Troubleshoot system issues and coordinate with vendors or internal stakeholders when escalation is required.

• Maintain system documentation, configurations, processes, and change logs.

• Ensure systems remain aligned with organizational policies and operational requirements.

• Evaluate current systems and workflows to identify inefficiencies, gaps, and opportunities for improvement.

• Develop and implement streamlined processes using available system capabilities.

• Recommend system enhancements, automation opportunities, integrations, and workflow improvements.

• Partner with department leaders to understand operational needs and translate them into system solutions.

• Standardize system processes across departments when appropriate.

• Continuously assess whether current platforms are meeting business needs.

• Lead or coordinate the implementation of new systems, platforms, integrations, and system enhancements.

• Develop implementation plans, timelines, testing procedures, and rollout strategies.

• Coordinate user acceptance testing prior to system launches or major changes.

• Work closely with vendors to ensure implementation requirements and deliverables are met.

• Track system-related projects and provide leadership with regular updates regarding progress, challenges, and outstanding items.

• Serve as a primary point of contact for operational system questions and support.

• Investigate and resolve user-reported system issues.

• Develop training materials, guides, workflows, and standard operating procedures.

• Monitor system data for accuracy, completeness, and consistency.

• Conduct routine audits to identify system or data discrepancies.

• Work with appropriate departments to correct data issues.

• Develop and maintain operational reports, dashboards, and system-generated reporting.

• Maintain relationships with system and technology vendors.

• Coordinate vendor support requests and follow through until issues are resolved.

• Track outstanding support tickets, system defects, and enhancement requests.

• Review system capabilities and new functionality offered by existing vendors.

• Ensure system access follows organizational security and confidentiality requirements.

• Conduct periodic reviews of user access and permissions.

• Protect confidential company, employee, client, and patient information maintained within organizational systems.

• Coordinate with leadership and applicable vendors regarding system security concerns, access issues, or incidents.

REQUIRED SKILLS & EXPERIENCE

• Bachelor’s degree in information systems, business administration, healthcare administration, technology, or a related field preferred.

• Three to five years of experience in systems administration, business systems, healthcare operations, project management, or a related role.

• Experience within a healthcare, home care, home health, or regulated environment strongly preferred.

• Experience working with third-party vendors and software support teams.

• Strong understanding of system access, data integrity, reporting, workflows, and process improvement.

• Knowledge of HIPAA, confidentiality, cybersecurity, and data privacy requirements.

• Proficiency in Microsoft Office, including Excel, Outlook, Word, and PowerPoint.

• Ability to learn and manage multiple technology platforms.

• Strong analytical, organizational, and project-management skills.

• Excellent written and verbal communication skills.

• Ability to manage competing priorities and meet deadlines with limited supervision.