Healthcare Operations Coordinator

University of Colorado Anschutz Medical Campus

Department: Department of Surgery, Transplant Division

Job Title: Healthcare Operations Coordinator

Position #: 00816806 – Requisition #:39848

Job Summary:

The Healthcare Operations Coordinator coordinates clinical and administrative duties to ensure efficient business operations of the practice on a day-to-day basis by performing a variety of tasks. The coordinator is responsible for providing efficient, effective, quality customer service through a variety of duties, including, but not limited to, answering patient calls, managing in-baskets through EMR, informing patients of upcoming procedures/surgery, scheduling procedures/surgery, and all administrative duties for their assigned surgeons. The coordinator collaborates with the Clinical Operations Program Manager and the Division Administrative Director to plan, organize, communicate, coordinate, and administer patients, surgeons, and colleagues. The coordinator contributes to the growth of the medical practice by promoting an excellent, positive, professional image and actively participates as a member of the team, carrying out all responsibilities in accordance with the policies and procedures of the practice and the University of Colorado School of Medicine (CUSOM).

Key Responsibilities:

Daily Clinical Operations:

·         Serve as a liaison between patients, team members, and physicians for all clinic-related issues within the scope of their position.

·         Manage patient communication in a timely, professional manner: in-person, EMR in-baskets, email, fax, telephone, etc.

·         Obtain insurance authorization from payers for all types of procedures and surgeries.

·         At the direction of the provider, provide pre-op instructions.

·         Schedule clinic appointments and surgical procedures across multiple Transplant Departments.

·         Obtain and upload all necessary documents and lab results prior to appointments and surgery.

·         Confirm upcoming surgery dates and patient appointments.

·         Provide cross-coverage as required for other office coordinator roles.

·         Customer Service - interacts positively with all internal and external patients and takes immediate action to meet patient needs.

·         Collaborates with multidisciplinary team, the patient, and families to promote efficient and appropriate customer service.

·         Serves as a mentor and preceptor for new staff and as a constant resource to all faculty and staff.

·         Coordinate and obtain referrals for visits.

Administrative Duties:

·         Maintain faculty calendars and schedules, to include clinical activities and administrative responsibilities.

·         Process and support faculty credentialing and recredentialing.

·         Support faculty promotion process.

·         Schedule meetings as directed by faculty or administrative leadership.

·         Exercise a high-level of discretion regarding confidential department matters.

·         Provide administrative back-up support for other office personnel and participate in shared duties of support staff. 

·         Provide administrative support for other duties as assigned or as department needs evolve

·         Takes initiative and has a positive attitude.

·         Excellent prioritization and organizational skills, able to assess priorities and rearrange job duties as needed.

Communication:

·         Utilizes effective communication systems to ensure flow of patient services and continuity of care. 

·         Maintains open lines of communication with all staff, leadership, and physicians.   

·         Assists leadership with informing staff and physicians of applicable informational updates.

·         Able to foster strong communication with medical and non-medical staff to create an efficient working environment. 

·         Communicates in a competent and effective manner to meet patient and/or family needs and regulatory or organizational requirements.

Direct Patient Interactions:

·         Participates in expediting patient care as necessary.

·         Expresses empathy in patient interactions and focuses on the needs of the patient, staff, providers, practice, and organization simultaneously.

Work Location:

Onsite – this role is expected to work onsite and is located in Aurora, Colorado.

Why Join Us:

The University of Colorado Anschutz Medical Campus is a public education, clinical, and research facility serving 4,500 students and is a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually. Powered by our award-winning faculty, renowned researchers, and a reputation for academic excellence, the CU Anschutz Medical Campus drives innovation from the classroom to the laboratory to the delivery of unparalleled patient care.

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation, and sick leave! The University of Colorado offers an excellent benefits package, including:

• Medical: Multiple plan options
• Dental: Multiple plan options
• Additional Insurance: Disability, Life, Vision
• Retirement 401(a) Plan: Employer contributes 10% of your gross pay
• Paid Time Off: Accruals over the year
• Vacation Days: 22/year (maximum accrual 352 hours)
• Sick Days: 15/year (unlimited maximum accrual)
• Holiday Days: 15/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage.

Qualifications:

Minimum Qualifications:

Program Assistant I:

·         High school diploma or GED 

·         Four (4) years of patient/client-facing experience.

 A combination of related education and/or relevant experience in an occupation related to the work assigned equal to four (4) years

Applicants must meet minimum qualifications at the time of hire.

Applicants must be legally authorized to work in the United States without requiring sponsorship. We are unable to provide work visa sponsorship or employment authorization for this position now or in the future.

Preferred Qualifications (All Levels):

·         College graduate 

·         Medical office experience

·         EPIC experience

·         MS Office experience

Knowledge, Skills, and Abilities (All Levels):

·         Ability to effectively communicate at all levels, to include physicians, leadership, and staff within the various affiliate organizations (CU SOM, UCH, Children’s Colorado, CU Medicine).

·         Ability to work within large, complex healthcare systems.

·         Ability to analyze and interpret data.

·         Ability to develop and deliver presentations.

·         Ability to document effectively.

·         Ability to deal calmly and courteously with people.

·         Ability to deal with stressful situations.

·         Ability to finish tasks in a timely manner.

·         Ability to follow oral and written instructions and established procedures.

·         Ability to function independently and manage own time and work tasks.

·         Ability to lead work teams.

·         Ability to work as an effective team member.

·         Ability to maintain accuracy and consistency.

·         Ability to maintain confidentiality.

·         Ability to negotiate, persuade, and establish direction.

·         Ability to organize workflow.

·         Ability to perform basic filing, office procedures, and word processing.

·         Ability to plan, coordinate, and develop multiple projects.

• Works as a team member and fills in for staff as necessary within scope. 
• Practices and promotes professional care within legal and ethical standards.
• Strong team player with the ability to work in a fast-paced setting.
• Demonstrates flexibility and creativity in dealing with unforeseen developments through participative leadership and problem-solving.
• Mobilizes staff cooperation and participation in the implementation of change.

·         Must be able to get along well with others, be a team player, accept constructive criticism from supervisors, and follow directions.

·         Assumes responsibility for personal and professional growth through identification of own learning needs.

·         Demonstrates a working knowledge of current trends in health and ambulatory care.

·         Performs other projects and duties as related to department objectives.

·         Promotes and maintains an environment of professional excellence.

How to Apply:

For full consideration, please submit the following document(s):

1.    A letter of interest describing relevant job experiences as they relate to the listed job qualifications and interest in the position

2.    Curriculum vitae / Resume

3.    Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to: Jody Robertson - jody.robertson@cuanschutz.edu

Screening of Applications Begins:

Immediately and continues until the position is filled. For best consideration, apply by May 12, 2026.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as:

·         Program Assistant I: $53,934-$70,114

The above salary range (or hiring range) represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans, and retirement contributions that add to your bottom line.

Total Compensation Calculator

Equal Employment Opportunity Statement:

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@cuanschutz.edu.

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students, and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine-preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety-sensitive job duties, you must enroll in the occupational health medical surveillance program.