Operations Coordinator in Hattiesburg, Mississippi at Forrest General Hospital

Job Summary:

Performs duties as assigned by the Marketing and Communications Director, including but not limited to operations support for the Marketing and Communications Department at Forrest Health. This position supports departmental operations and effectiveness by coordinating project requests, approval processes, workflows, budget support, vendor management, sponsorship activities, office operations, and reporting to ensure efficient execution of marketing and communication initiatives.

The Operations Coordinator manages the intake, tracking, assignment, and reporting of project and approval requests, ensuring requests are routed appropriately, priorities are aligned, and timelines are met. This role supports departmental performance by maintaining organized workflows, monitoring progress, and producing operational and performance reports to support planning, decision-making, and process improvement.

Provides financial, budget, and reporting support, including assisting with budget tracking and documentation; preparing and maintaining reports related to expenses, purchase orders, invoices, payments, and bills; and coordinating with finance and vendors as needed. Supports vendor management by assisting with onboarding, documentation, communication, invoicing coordination, recordkeeping, and related reporting.

Supports system sponsorship operations and reporting, including intake and tracking of sponsorship requests, documentation, invoicing coordination, approvals, record maintenance, reporting, and reconciliation.

Manages and maintains departmental project management, workflow, and reporting systems, including system upkeep, documentation, basic training support, and process updates. Promotes clear and consistent communication throughout the department to ensure timely dissemination of information and reporting to appropriate staff.

Provides comprehensive office and administrative operations support, including managing office supplies and inventory; coordinating phones and shared inboxes and emails; scheduling meetings and managing calendars; organizing meetings and preparing agendas and minutes; timekeeping; and supporting general office operations.

Performance Expectations:

• Communicates professionally, courteously, and compassionately with patients, staff, vendors, and community partners.
• Provides timely, high-quality customer service and operational support across Forrest Health.
• Accurately collects, tracks, and reports project, operational, and performance data to support decision-making.
• Manages project requests, approvals, assignments, and workflows to ensure tasks and deadlines are met.
• Coordinates processes and workgroups to improve efficiency and support departmental priorities.
• Maintains and supports project management and workflow systems, including data accuracy and documentation.
• Performs administrative and office operations effectively, including phone coverage/messages, scheduling meetings, preparing agendas and minutes, and maintaining organized records.
• Provides timekeeping, payroll, purchasing, and budget support, adhering to established processes and budget constraints.
• Uses departmental systems and tools efficiently, including Lawson, DocuPhase, project management platforms, and Microsoft Office.
• Demonstrates sound judgment, problem-solving skills, adaptability, and attention to detail in a fast-paced environment.
• Seeks opportunities to improve processes and expand knowledge related to the role.

Qualifications:

Education/Skills:

• High school diploma or equivalent is required; a bachelor's degree is preferred.
• Extensive work with project management preferred.
• Must possess excellent organizational skills and initiative.
• Must be proficient in Microsoft Office Suite.

Work Experience:

• Experience with information systems or operational support systems is preferred.
• Strong organizational skills and effective verbal and written communication skills are required.
• A minimum of two (2) years of experience in project coordination and/or process improvement is required.
• Three (3) or more years of clerical or administrative experience is required.

Mental Demands:

• Ability to work independently and collaboratively, perform repetitive tasks, and demonstrate initiative in a fast-paced, high-pressure environment.
• Strong organizational, attention-to-detail, problem-solving, and customer service skills.
• Excellent oral and written communication skills, including the ability to prepare and present information clearly to leadership.
• Ability to use computers, phones, office equipment, and learn new technologies and systems.
• Ability to translate goals and strategies into effective processes and workflows.