Operations Coordinator, Community Based Services

Job Description Summary:

Job Description:

JOB SUMMARY

The Community Based Services (CBS) Operations Coordinator is responsible for the overall coordination and operational oversight of the Center for Key Populations (CKP) Mobile Health Units (MHU). This role ensures efficient day-to-day operations, supports program sustainability, maintains compliance with regulatory requirements, and fosters strong community partnerships.

The CBS Operations Coordinator will work closely with the CBS Manager, Director of CKP, and broader CHC leadership to expand and strengthen the MHU Program by developing and maintaining procedures, workflows, reports, and program policies. The coordinator will serve as a primary liaison among MHU patients, CHC providers, community partners, and external collaborators to ensure seamless delivery of mobile health services.

ROLE AND RESPONSIBILITIES

Program Operations and Oversight:

• Oversee all daily operations of the Mobile Health Units, ensuring safe, efficient, and patient-centered service delivery.
• Collaborate with MHU staff, including the MHU Program Coordinator, MHU Driver, and CBS Outreach Coordinator.
• Plan, publish, and distribute the monthly MHU schedule, ensuring all internal departments and external partners are informed.
• Monitor staffing needs, operational workflows, and daily service capacity for all MHU sites.

Partnership Development and Community Engagement:

• Develop, maintain, and strengthen community partnerships to expand MHU sites and outreach opportunities.
• Represent the MHU Program at community meetings, events, and partner-related planning sessions.
• Plan and implement community engagement events to promote MHU services and reach priority populations.

Program Growth, Quality, and Compliance:

• Work with CKP leadership to evaluate program outcomes and implement quality improvement initiatives.
• Develop, update, and maintain program policies, procedures, manuals, workflows, and staff training materials.
• Ensure compliance with all safety, clinical, regulatory, and licensure requirements, including Department of Public Health (DPH) standards.
• Collaborate with CHC internal departments (Operations, Facilities, OSHA/Safety, Infectious Disease, Medical, IT, etc.) to maintain unit readiness and resolve operational issues.
• Actively participate in staff meetings, interdisciplinary team meetings, training, and supervisory sessions as required by the direct supervisor.

Data Management and Reporting:

• Oversee and ensure accurate data entry, record keeping, and reporting for all MHU services, encounters, and outreach activities.
• Monitor staff documentation for accuracy and timeliness in the electronic health record (EHR).
• Assist with compiling data for program reports, grant requirements, and internal tracking of service delivery metrics.

Sustainability and Funding Support:

• Collaborate with CKP and CHC leadership to identify long-term sustainability strategies for the MHU Program.
• Assist with grant development, reporting, and identifying funding opportunities to support ongoing program expansion.

Direct Program Support:

• Assist, when needed, with functions such as driving the Mobile Health Units, registering patients, setting up service sites, or providing operational coordination during busy clinical days or special events.
• Support on-site troubleshooting related to operations, equipment, or community partner logistics.

• Special assignments, projects, and other duties as assigned by direct supervisor.

QUALIFICATIONS

Qualifications and Preferred Skills

Education

• Associate degree required, Bachelor’s degree in human services, Public Health, Social Work, Community Engagement, or a related field preferred.

Experience

• Prior experience working with community agencies, mobile health programs, outreach programs, or clinical/community health settings.
• Experience with community resource coordination, crisis intervention, service coordination, advocacy, and community outreach.
• Previous work experience in healthcare settings strongly preferred.
• Familiarity with Federally Qualified Health Centers (FQHCs)

Skills and Abilities

• Bilingual (English/Spanish) strongly preferred.
• Excellent oral and written communication skills with strong interpersonal skills.
• Demonstrated ability to engage effectively with diverse and vulnerable populations.
• Ability to work collaboratively with providers, community partners, and multidisciplinary teams.
• Strong organizational skills with exceptional attention to detail and the ability to prioritize multiple tasks and deadlines.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Demonstrated maturity, flexibility, and compassion when handling complex or sensitive situations.
• Knowledge of local community resources, target populations, and health equity principles.

Licensure, Certification, and Mobility

• Valid driver’s license required; ability to travel between program sites.
• Ability to drive or learn to drive large vehicles such as Mobile Health Units (training provided, if required).

Regulatory Knowledge

• Working understanding of HIPAA and relevant federal and state regulations governing healthcare and patient confidentiality.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Position requires intermittent physical activity, including assisting with MHU setup, supplies, or event materials.
• Work is conducted across mixed environments: remote, office-based, and community-based MHU sites.
• Ability to work outdoors in various weather conditions while supporting MHU operations.

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WORK SCHEDULE DEMANDS:

• Full-time (40 hours/week).
• Evenings and/or weekends required based on program needs and community events.
• Travel required to outreach locations, community sites, and CHC locations as needed.

Confidentiality of Information

Confidentiality of business information is a requirement.  Confidentiality must be maintained according to CHC policies.

Organization Information:

The Moses/Weitzman Health System is a global leader addressing challenges faced by organizations caring for the poor and diverse populations, and is home to programs focusing on education, research, and process improvement support for safety net providers. The system delivers primary care to more than 150,000 patients in Connecticut, and extends access to specialty care for more than 2.5 million individuals across the U.S. It is a national accrediting body for organizations training advanced practice providers, and offers accredited education and training for Medical Assistants in multiple states. As an incubator for new ideas in areas including social justice, the environment, and social determinants of health, the MWHS is addressing challenges faced by providers caring for underserved communities, creating innovative and impactful initiatives led by nationally and internationally recognized experts. As it forges pathways into the future of primary care, the MWHS honors Lillian Reba Moses (1924-2012), a granddaughter of slaves, and Gerard (Gerry) Weitzman (1938-1999), whose ancestors escaped pogroms in Eastern Europe. Their vision and commitment to justice and equity in healthcare is the foundation upon which the Moses/Weitzman Health System was built.

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