People Ops Coordinator - 64519530039

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Role: People Ops Coordinator

Priority Location:South Africa / Latin America / Philippines

Working Hours:  9:00 AM – 5:00 PM EST 

Salary Range: Market related

Type of contract: Independent Contractor 

Type of job: Remote

About the Role: The Coordinator is expected to independently handle routine processes, provide approved information, maintain accurate records, drive follow-up, and escalate when a matter requires clinical, legal, financial, managerial, or functional authority.

• First: People operations and frontline clinician or employee support, especially leave, PTO, benefits, payroll questions, records, and lifecycle administration.
• Second: Clinician-support triage, case tracking, communication, and follow-through across the correct operational owners.
• Third: Recruiting coordination and candidate support for clinical and nonclinical roles.
• Always: Process improvement, documentation, accuracy, confidentiality, and no-surprises communication.

Key Responsibilities:

• Serve as a responsive first point of contact for routine clinician and employee questions involving payroll, benefits, PTO, sick time, leave, people policies, onboarding, offboarding, and related administrative processes.
• Use approved policies, resources, and subject-matter experts to provide accurate next steps. Do not guess when the answer is uncertain.
• Log, categorize, acknowledge, route, and track requests so the company can see open items, accountable owners, status, and aging.
• Follow through until the person receives a complete answer or the underlying action is verified as complete.
• Communicate with empathy and professionalism without promising outcomes outside your authority.

• Triage clinician questions involving operations, credentialing, revenue cycle, scheduling, technology, people administration, or clinical leadership to the correct owner.
• Maintain ownership of communication and tracking until the responsible function closes the issue.
• Identify recurring questions, handoff failures, and administrative pain points, then surface patterns to the Senior Director, Clinician Operations with evidence.
• Maintain and improve approved FAQs, guides, templates, and self-service resources so repeated questions decline over time.
• Escalate urgent, sensitive, or high-risk matters promptly under established protocols.

• Own the administrative handling of leave requests from initial notice through return to work.
• Administer PTO, sick time, and other leave processes in accordance with approved policies and applicable guidance.
• Explain process steps, documentation requirements, deadlines, and next actions clearly.
• Coordinate FMLA and applicable federal, state, and local leave administration using approved resources and external expertise as needed.
• Track dates, documentation, approvals, balances, deadlines, communications, and return-to-work requirements.
• Coordinate with payroll, benefits, managers, and leadership to ensure leave administration is accurate and consistent.

• Support onboarding, offboarding, employment or contractor status changes, and other people-administration events.
• Maintain accurate and current information in the HRIS and related systems so they remain reliable sources of truth.
• Manage required documents, acknowledgments, deadlines, and records with strong confidentiality and version control.
• Coordinate administrative handoffs among recruiting, managers, IT, payroll, benefits, operations, and other owners.
• Handle sensitive employee and clinician information with discretion and appropriate access controls.

• Support recruiting for clinical and nonclinical roles based on priorities established by recruiting leadership.
• Conduct candidate outreach and initial screening as assigned.
• Coordinate interviews, maintain timely candidate communication, and keep recruiting pipelines accurate and moving.
• Partner with hiring managers on scheduling, documentation, feedback collection, and process follow-through.
• Coordinate offers and the administrative transition from candidate to new hire or contractor.
• Identify opportunities to improve recruiting workflows and the candidate experience.

• Build and maintain trackers, templates, workflows, checklists, and resources where visibility or consistency is weak.
• Identify why recurring administrative issues occur and help implement practical fixes.
• Support implementation and optimization of HR, recruiting, support, and workflow systems.
• Use automation and AI-enabled tools appropriately to reduce repetitive work, improve accuracy, draft communications, and surface patterns, while preserving confidentiality and required human review.
• Maintain proactive, no-surprises communication when deadlines, risks, or unresolved dependencies could affect others.

Qualifications:

• Relevant experience: At least two years of success in people operations, HR administration, healthcare or provider operations, recruiting coordination, employee support, customer operations, or another confidential, deadline-driven service role.
• Experience working in the healthcare or clinical industry is required
• Functional exposure: Direct experience in at least 2 of the following: leave administration, benefits, payroll support, HRIS or records, recruiting coordination, provider support, or employee lifecycle administration.
• Exceptional organization: The ability to manage many people, requests, deadlines, documents, and open items without losing visibility.
• Judgment: You know what you can handle independently, what requires research, and what must be escalated immediately.
• Follow-through: You close loops, verify completion, and do not assume that sending a message resolves the issue.
• Resourcefulness and learning speed: You can find reliable answers, learn new systems quickly, and operate effectively without already knowing every policy.
• Communication: Clear, tactful, and direct communication with clinicians, employees, candidates, managers, and external partners.
• Accuracy and discretion: A high standard for confidential information, records, payroll, benefits, leave, and employee communications.
• Technology comfort: The ability to learn new platforms and use automation or AI tools responsibly to improve work.
• Adaptability: Comfort in a growing organization where processes continue to evolve, without using change as an excuse for disorganization.