Behavioral Health Operations Data Analyst

Reports to: Director of Operations 
FLSA Status: Full-Time, Exempt  

Position Summary 

The Operations Data Analyst supports the organization’s day-to-day operations through hands-on involvement in reporting, data tracking, systems support, audits, compliance activities, quality and performance improvement efforts, and operational coordination across departments. This role helps support ongoing performance management, CQI/performance improvement activities, operational accountability, and organizational readiness efforts while also actively participating in day-to-day operational work.

Success in this role requires someone who is willing to jump into operational needs, follow issues through to resolution, think systemically, and help ensure work gets completed from start to finish.

This position is ideal for someone who is organized, detail-oriented, naturally curious, and motivated to improve systems and processes while supporting the day-to-day operational needs of the organization.

Core Values 

All responsibilities are carried out in alignment with The Well’s core values: 

Grounded in Hope – Approach challenges with a solution-focused mindset and belief in growth  

Show Up with Generosity – Support team members with patience, clarity, and responsiveness  

Check the Ego – Remain open to feedback and prioritize the mission over being right  

Embrace Diversity – Foster inclusive, respectful communication across all interactions  

Qualifications 

Education & Experience

• Bachelor’s degree and/or 2–4 years of experience in operations, data coordination, or administrative support.
• Experience working with electronic health record systems and clinical documentation preferred
• While experience and technical skills are important, success in this role depends just as much on mindset, initiative, problem-solving ability, and adaptability. We value candidates who are naturally curious, able to think critically and work independently, and motivated to improve systems and processes. We also value individuals with a strong willingness to learn, alignment with our values, and the ability to grow into the role through training and support.

Skills

• Strong organizational and coordination skills
• Ability to manage multiple workflows and deadlines simultaneously
• Clear and effective communication across teams
• Strong attention to detail and follow-through
• Proficiency in Microsoft Office and data tracking tools
• Strong technical aptitude and ability to learn and navigate multiple systems and platforms efficiently

Attributes

• Naturally curious
• Thinks systemically and seeks to understand the “why” behind processes and workflows
• Wildy persistent – ability and desire to get to the root cause of an issue rather than applying short-term fixes
• Proactive and solution-oriented
• Strong problem-solving and critical thinking skills
• Highly accountable and dependable
• Comfortable working behind the scenes to support team success
• Adaptable in a fast-paced environment
• Able to move fluidly between high-level systems thinking and hands-on day-to-day operational work

Duties and Responsibilities 

1. Data Tracking & Reporting 

• Compile and organize data across departments for reporting and operational needs
• Support the Director of Operations in data analysis and presentation preparation
• Assist in preparing and submitting required reports (quarterly, annual, regional, and regulatory)
• Coordinate distribution and collection of surveys (clients, stakeholders, internal teams)
• Track survey completion and follow up to ensure timely submission
• Maintain accurate and organized records of data sources, reports, and survey results
• Identify gaps in data collection or participation and follow up with appropriate team members
• Communicate trends, gaps, or updates to the Operations team
• Promote and encourage survey participation to improve response rates

2. Operations Tracking & Accountability

• Track completion of key operational requirements across departments (audits, surveys, inspections, and corrective actions)
• Maintain organized tracking systems to monitor progress and completion rates
• Identify gaps or missed requirements and actively follow up with departments to support resolution and completion
• Monitor and support day-to-day operational workflows and systems, including fax queues, tracking systems, onboarding and offboarding processes, operational follow-up tasks, and compliance-related activities
• Participate in weekly EOS Level10 meetings and other role-related meetings
• Participate in cross-department meetings to help identify recurring issues, barriers, workflow gaps, and opportunities for continuous improvement across the organization

3. Auditing Support

• Participate directly in audit preparation activities, documentation review, follow-up, and operational compliance tasks as needed
• Maintain audit logs and track completion and outcomes
• Follow up on audit findings and ensure corrective actions are completed
• Identify trends or recurring issues and communicate findings to the Operations team
• Support ongoing readiness for audits and accreditation standards (e.g., CARF)

4. Health & Safety Coordination

• Track completion of drills, inspections, and safety-related requirements
• Coordinate, assist with, and help complete drills, inspections, and related operational safety activities
• Identify safety or compliance gaps and communicate with Operations
• Support ongoing readiness for health and safety standards and audits

5. Systems Support

• Build and maintain forms, workflows, and reports across internal systems and tools (e.g., EHR, payroll systems)
• Troubleshoot system-related issues and escalate needs or improvements to the Operations team
• Maintain organized system structures, including permissions and workflow consistency
• Identify and implement opportunities to streamline processes and improve system efficiency
• Support ongoing optimization and expansion of system capabilities across the organization  
• Actively assist team members with day-to-day system issues, operational troubleshooting, and workflow support across departments

Work Environment & Requirements 

• Primarily based at the administrative office but maybe require travel to other local facilities on an as needed basis.
• Regular communication with multiple departments across locations
• Ability to manage competing priorities in a fast-paced environment 

EOS Score Card Measures 

At The Well, we believe clear expectations and shared accountability help our teams work together more effectively and better support the people we serve. As part of our EOS® (Entrepreneurial Operating System) model, each team member has specific measurable Scorecard numbers they are accountable for maintaining and reporting on regularly. These numbers help ensure priorities stay visible and issues and barriers are identified early.

We include Scorecard Measures in our job descriptions intentionally because we value transparency, collaboration, and clarity around what success in the role looks like. As systems, priorities, and organizational needs evolve, Scorecard Measures may also be adjusted.

• % of scheduled drills and inspections completed on time = 100% 
• Internal audits completed on time = 100%
• Outstanding audit corrective actions older than30 days=0
• Outstanding drill corrective actions older than30 days=0
• Outstanding inspection corrective actions older than30 days=0
• CARF standards reviewed per week ≥ 1
• EHR to-dos completed per month ≥ 6
• Cross-department L10s attended per month ≥ 1