HR & Operations Coordinator (Leadership Track)

Overview

We are hiring a hands-on HR and operations professional to support and ultimately take ownership of people operations across our clinic.

This role starts as the #2 HR resource but is designed to transition into a primary HR lead within 6-18 months. We are looking for someone who is proactive, reliable, and willing to be deeply involved in the day-to-day operations of the clinic.

This is not a passive desk job. The right candidate will be in the clinic, building relationships, earning trust, identifying issues early, and driving both cultural and operational improvements. You will lead from the front.

What You’ll Own

HR Operations

• Own onboarding and offboarding processes end-to-end
• Administer benefits and resolve employee questions
• Process payroll and manage timecards using Paychex with high accuracy
• Maintain employee records and ensure compliance with HR and healthcare regulations, including HIPAA
• Own performance management documentation and follow-through

Employee Relations and Culture

• Build strong working relationships with staff across both locations
• Serve as the primary, confidential point of contact for employee concerns
• Address issues directly and resolve them; do not let problems linger or escalate through inaction
• Have difficult conversations when needed and hold people accountable to clinic standards
• Reinforce professionalism, accountability, and expectations consistently
• Plan and execute team events and culture-building initiatives

Operations and Clinic Support

• Manage day-to-day office operations, including vendor coordination, insurance, and facility-related needs
• Coordinate with landlords, property managers, and service providers
• Own scheduling coordination and physician-related logistics as needed
• Handle patient escalations with professionalism and sound judgment
• Identify inefficiencies and take initiative to fix them

Training and Compliance

• Implement and track staff training, including HIPAA and compliance requirements
• Standardize onboarding processes
• Drive continuous process improvement

What We’re Looking For

Experience

• 3-10 years of experience in HR, office management, or operations
• Experience in a medical or healthcare setting strongly preferred
• Familiarity with payroll and timekeeping systems preferred
• Paychex experience preferred but not required

Core Traits

High Integrity and Discretion

When an employee comes to you with a sensitive issue, you handle it confidentially, take it seriously, and follow through without letting it fester.

Reliable and Accountable

You do what you say you will do. If you commit to resolving something, it gets done.

Friendly and Approachable, But Firm When Needed

You build trust and rapport, but you do not avoid difficult conversations. When standards slip, you address it directly.

Hands-On and Proactive

You do not wait for problems to come to you. You are in the clinic, observing, asking questions, and stepping in before small issues become big ones.

Strong Judgment in Conflict and Employee Situations

You know when to listen, when to act, and when to escalate. You do not overreact or ignore problems.

Working Style

• Lead-from-the-front mentality; visible and engaged in the clinic
• Detail-oriented but not rigid; able to balance people and process
• Comfortable working across two locations and adapting to changing needs
• Willing to work occasional Saturdays as needed

Growth Path

This role is designed to transition into a primary HR lead within approximately 6–18 months, based on performance and demonstrated capability. Over time, the role may expand to support multiple locations and broader operational responsibilities.

What Success Looks Like

• Employees trust you and come to you early with issues
• Problems get resolved quickly and do not linger
• The clinic runs more smoothly because of your involvement
• Culture improves through consistency, accountability, and follow-through

Relevant Keywords

Healthcare Operations • Medical Office Administration • Clinic Operations • Human Resources • HR Generalist • People Operations • Employee Relations • Employee Engagement • Organizational Development • Talent Acquisition • Recruiting • Onboarding • Offboarding • Benefits Administration • Payroll Administration • Paychex • Timekeeping • Performance Management • Workplace Investigations • Conflict Resolution • Corrective Action • Progressive Discipline • Employee Coaching • Team Building • Culture Development • Leadership Development • Staff Training • Compliance • HIPAA • Healthcare Compliance • Policy Administration • Personnel Files • Documentation • Risk Management • Vendor Management • Office Management • Multi-Site Operations • Practice Management • Healthcare Administration • Medical Practice Operations • Fertility Clinic Operations • IVF • Women's Health • Patient Experience • Patient Relations • Customer Service • Scheduling Coordination • Process Improvement • Continuous Improvement • Change Management • Professional Communication • Confidentiality • Discretion • Trustworthy • Relationship Building • Cross-Functional Collaboration • Problem Solving • Critical Thinking • California Employment Law • Workers' Compensation • Leave Administration • FMLA • CFRA • Workplace Safety • HRIS • Microsoft Office • Google Workspace

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