Job Description

Benefits:

• Bonus based on performance
• Flexible schedule
• Opportunity for advancement
• Paid time off
• Training & development

Operations Assistant

AFC Urgent Care | West Haven and Stamford

Pay: $19.00 per hour

Reports to: Director of Operations and Business Development

Position Summary

The Operations Assistant supports the daily administrative needs of our West Haven and Stamford locations, working closely with the Director of Operations and Lead Clinical Assistant.

This is a support role with shared responsibilities, training, and ongoing guidance. The employee will help keep schedules, records, and routine tasks organized, follow up on assigned items, and communicate when assistance or approval is needed. Priorities and workload will be coordinated with the Director of Operations.

Scheduling Support

• Collect staff and provider availability and time off requests.
• Assist with preparing monthly schedules for leadership approval.
• Help identify coverage gaps and contact team members about available shifts as directed.
• Update approved schedules and communicate changes.

Onboarding and Employee Support

• Collect new hire documents and maintain onboarding checklists.
• Help coordinate payroll setup, system access, orientation, and training with clinic leadership.
• Follow up on missing paperwork and policy acknowledgments.
• Maintain employee records and send reminders about expiring licenses, certifications, and required training.

Payroll Support

• Assist with reviewing timecards and identifying missing punches or discrepancies.
• Follow up with employees about corrections.
• Enter approved information and prepare documents for payroll review.
• Refer pay questions and sensitive concerns to the Director of Operations.

Final payroll review and approval remain with authorized leadership.

Occupational Medicine Support

• Assist with employer account setup using approved pricing and service instructions.
• Maintain employer contacts, account information, and service requirements.
• Help coordinate routine requests, paperwork, appointments, and follow up.
• Bring questions requiring decisions or additional support to clinic leadership.

Billing and Vendor Support

• Assist with reviewing laboratory invoices and flagging possible errors.
• Follow up on assigned billing questions and corrections with guidance.
• Organize invoices, update the bill calendar, and prepare documents for payment approval.
• Submit routine vendor support requests and track updates.

Payment approvals, contract decisions, and complex billing concerns remain with leadership.

General Administrative Support

• Keep assigned tasks, checklists, and deadlines updated in Monday.com.
• Work with the Lead Clinical Assistant to support routine clinic needs.
• Organize records, update existing forms, and gather requested documents.
• Assist with clinic projects and new processes as directed.
• Provide brief updates on completed work, outstanding items, and questions.
• Protect confidential patient, employee, payroll, and business information.

Qualifications

• Organized, dependable, and attentive to detail.
• Professional communication and consistent follow through.
• Comfortable with email, spreadsheets, and basic office software.
• Willing to learn Monday.com, payroll software, and clinic systems.
• Able to follow instructions, ask questions, and communicate when help is needed.
• Administrative, medical office, or scheduling experience is helpful. Training will be provided.

Performance Expectations

Complete assigned tasks accurately and within agreed deadlines, maintain organized records, communicate concerns promptly, and work collaboratively with clinic leadership. Employees are encouraged to ask questions and seek support when needed.

Growth Opportunities

Additional responsibilities and advancement may be discussed as the employee gains experience, based on performance and clinic needs.

Other Duties

Related administrative tasks may be assigned based on clinic needs, training, and the employee’s experience.

Flexible work from home options available.

Compensation: $19.00 per hour

PS: It’s All About You!

American Family Care has pioneered the concept of convenient, patient-centric healthcare. Today, with more than 250 clinics and 800 in-network physicians caring for over 6 million patients a year, AFC is the nation's leading provider of urgent care, accessible primary care, and occupational medicine. Ranked by Inc. magazine as one of the fastest-growing companies in the U.S., AFC's stated mission is to provide the best healthcare possible, in a kind and caring environment, while respecting the rights of all patients, in an economical manner, at times and locations convenient to the patient.

If you are looking for an opportunity where you can make a difference in the lives of others, join us on our mission. We invite you to grow with us and experience for yourself the satisfying and fulfilling work that the healthcare industry provides.

Please note that a position may be for a company-owned or franchise location. Each franchise-owned and operated location recruits, hires, trains, and manages their own employees, sets their own employment policies and procedures, and provides compensation and benefits determined by that franchise owner. Company-owned locations provide a comprehensive benefits package including medical, dental, vision, disability, life insurance, matching 401(k), and more.

We are an Equal Opportunity Employer.