Executive Assistant to the Owner / Administrative Operations Coordinat

Benefits

• Health insurance
• Paid time off
• 401(k)
• Bonus based on performance
• Competitive salary

Executive Assistant to the Owner / Administrative Operations Coordinator

Company: AFC Urgent Care

Location: Omaha, Nebraska

Position: Full-Time, On-Site

Compensation: $26–$30 per hour, based on experience

Reports To: Clinic Owner

Position Overview

AFC Urgent Care is seeking a highly organized, dependable, and proactive Executive Assistant to the Owner / Administrative Operations Coordinator to join our team.

This individual will serve as a trusted extension of the clinic owner, providing executive-level administrative support while coordinating patient communication, scheduling, referrals, and daily administrative operations.

The position is based at the clinic's front desk, providing direct interaction with patients, employees, and management. The ideal candidate will demonstrate leadership, professionalism, independent judgment, confidentiality, and the ability to identify problems and recommend solutions.

This is more than a traditional receptionist position. We are seeking someone who takes ownership of their responsibilities and helps ensure the communication between the clinic and the patients is a top priority.

Key Responsibilities

Executive Support & Clinic Oversight

• Serve as the primary administrative liaison between ownership, employees, patients, and outside organizations.
• Represent the owner's established expectations, policies, and standards.
• Monitor daily clinic activities and identify operational concerns.
• Communicate employee issues, patient complaints, and clinic concerns directly to ownership.
• Track administrative projects, deadlines, and management follow-through.
• Prepare daily operational updates and reports.
• Assist with implementing administrative improvements.
• Maintain confidentiality regarding sensitive business and employee information.

Patient Communication & Scheduling

• Answer incoming telephone calls promptly and professionally.
• Schedule patient visits, physicals, occupational medicine services, and other appointments.
• Coordinate patient referrals and specialist appointments.
• Respond to patient questions regarding services, pricing, and scheduling.
• Monitor missed calls, voicemails, and patient follow-up requests.
• Assist with resolving patient complaints and improving patient satisfaction.
• Coordinate communication between patients and clinical staff.
• Maintain a welcoming, professional, and organized front desk.

Administrative Operations & Employee Communication

• Monitor patient wait times, administrative efficiency, and patient experience.
• Identify workflow problems and recommend practical solutions.
• Help ensure established clinic policies and administrative procedures are followed.
• Communicate employee concerns and workplace issues to ownership.
• Document relevant incidents and outstanding concerns objectively.
• Support employee communication, teamwork, and accountability.
• Collaborate with the Center Administrator to improve clinic operations.
• Assist with tracking key performance indicators and operational goals.

Required Qualifications

• Minimum 3 years of administrative, executive assistant, medical office, or healthcare coordination experience.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Professional telephone etiquette and exceptional customer service.
• Ability to multitask and prioritize responsibilities.
• Strong problem-solving skills and independent judgment.
• Ability to handle confidential information professionally.
• Proficiency with computers, scheduling software, and Microsoft Office.
• Dependable, punctual, self-motivated, and capable of working independently.

Preferred Qualifications

• Experience as an Executive Assistant, Office Manager, or Healthcare Administrative Coordinator.
• Previous experience in urgent care, primary care, or outpatient healthcare.
• Familiarity with electronic medical records, patient scheduling, and referrals.
• Experience supporting business owners or healthcare executives.
• Knowledge of HIPAA and healthcare administrative procedures.
• Experience with operational reporting and performance improvement.

Ideal Candidate

We are looking for someone who demonstrates:

• Leadership: Leads by example and promotes accountability.
• Professionalism: Communicates respectfully with patients and employees.
• Initiative: Identifies and addresses issues without constant direction.
• Integrity: Maintains confidentiality and demonstrates sound judgment.
• Organization: Manages multiple priorities efficiently.
• Communication: Provides timely, accurate updates to ownership.
• Problem-Solving: Identifies challenges and recommends solutions.
• Dependability: Consistently follows through on responsibilities.

Compensation & Opportunities

• $26–$30 per hour, depending on experience.
• Full-time, on-site position.
• Potential performance-based bonuses.
• Professional growth and development opportunities.
• Direct collaboration with clinic ownership.
• Opportunity to contribute to clinic operations and organizational improvements.