Clinic Operations Coordinator

Berkeley Lab's Environment, Health, & Safety (EHS) division is hiring a Clinic Operations Coordinator to join the team. Reporting to the Health Services Manager, the Clinic Operations Coordinator supports efficient operations of Berkeley Lab’s Health Services by coordinating essential tasks and addressing issues of diverse scope. 

This role demands a deep understanding of both divisional and laboratory dynamics and culture in order to integrate Environmental, Health, and Safety (EH&S) requirements, Joint Commission standards, and best practices into clinical processes, ensuring high compliance and customer satisfaction. The Coordinator is responsible for performing various health related administrative projects and tasks to support the clinical and operational functions of Health Services. The responsibilities include, but are not limited to managing contracts, supporting occupational health programs, wellness events, and medical records, all aimed at maintaining compliance and operational efficiency. 

What You Will Do:

Clinical Programs Support 

Closely works with the Health Services (HS) Manager and the Wellness Program Lead to provide coordination and support for various long-term, high-impact programs and services. This includes: 

• Coordinating logistics vendor and internal communication, facilities work orders, marketing and advertising, ordering and expensing supplies, and event set up for all Wellness events and blood drives. 
• Provides support to organize and maintain data in the hearing conservation program (and other similar programs), in accordance with OSHA, DOE, and ANSI standards, while maintaining confidentiality of the medical records. May assist with clinical data entry for hearing conservation programs. 
• Supports the planning and implementation of the Flu and COVID clinics (involves confidential health and patient information), including, but not limited to ordering vaccines, planning and communication, communication with the vendors, setting up Flu clinics in the Electronic Medical Records (EMR). 
• Administers the AED and First Aid programs at HS and maintains the disaster locker for HS. 
• Provides requested medical records to the Lab’s Energy Employees Occupational Illness Compensation Program Act (EEOICPA) point of contact. Provides administrative support for the COVID program at HS during the implementation of the program, and at the conclusion of the program, with proper archiving and storing data in alignment with OSHA and DOE records maintenance. Collates reporting of LBNL COVD-19 statistics to all cognizant entities. 
• Supports the Workers’ Compensation and case management programs by processing and organizing the required paperwork. 

Clinic Operations Support 

• Coordinates and tracks tasks related to onboarding, tracking employment terms, (using ABR reporting portal, when applicable), and offboarding LBNL and agency staff. 
• Maintains the various licenses for Health Services, including, but not limited to CLIA and CDPH Lab Licenses. 
• Provides support for various projects and efforts to obtain and maintain joint commission accreditation, including but not limited to staying compliant with safety and regulatory matters as it related to space and equipment. 
• Manages and maintains inventory of medications, clinical and office supplies 
• Responsible for ordering new supplies and medications and proper disposing of expired medications and items in accordance with DOE and clinical standards.

Contracts Administration/Procurement Support: 

In conjunction with EHS Administrator, Business Manager and Resource Analyst: 

• Administers, monitors, and maintains various contracts for Health Services. 
• Processes invoices; verifies receipt of goods and services, and certifies invoices accordingly. 
• Writes, updates, and maintains Scope of Work documents for various contracts. 
• In a timely manner, advises Health Services managers on contracts that need to be funded/extended versus the contracts that can end. 
• Coordinates with procurement, the Business Manager and the and advises Health Services manager to when setting up and modifying various contracts. 
• Assists with the management of health services purchase orders.
• Runs “Purchases” from the BAR reporting portal, to check end dates of expiring contracts, remaining funds, etc., and takes actions as needed to add funds, extend terms, modify terms, close-out & release remaining funds.
• Assists as needed with the annual budget planning and response process, in collaboration with HS manager, and the budget manager for the department. 

Vendor, Space, and Equipment Management: 

• Manages or co-manages vendors in collaboration with HS manager, including but not limited to vendors responsible for audiometer, spirometer, optometry, centrifuge, electronic medical records, inventory, medications, Oxygen tanks, and supplies. 
• Coordinates/tracks routine and ad hoc maintenance and calibration of various clinical equipment, with proper documentation and record keeping, in accordance with HS and the Joint Commission standards. Provides periodic advice to the HS manager on the status. 
• Acts as the point of contact for the various clinic vendors. 
• Coordinates communication, visitor pass, and completes SJHA for various vendors and visitors 
• Maintains the equipment folder in HS Google Drive.
• Maintains the space and environment of care according to Joint Commission, OSHA, and LBNL standards.
• This includes, but is not limited to working with, Facilities and other stakeholders to ensure compliance with standard of: medication safety (in general and in the events of planned/unplanned power outage), fire safety, confidentiality, and electrical safety.
• Coordinates space-related tasks, including salvaging items not in use, archiving, and managing power outages and equipment failures. 
• Manages assets/DOE tagged equipment (laptops, iPad).
• Communicates/collaborates with Facilities and building managers about matters related to space maintenance, repairs, cleaning and work orders.
• Acts as point of contact for IT to set up, and maintain, transfer various equipment, computers, printers, telephones, audiometry and spirometry machines. Page 3 of 6 ○ Manages and acts as the first point of contact for the remote temperature monitoring of the vaccine refrigerators and freezer. 

Document and Records Management 

Coordinates the health information processes within the clinic. 

• Manages Occupational Health Records (OHR) and Comprehensive Health, Environmental, and Safety System (CHESS) access and OHR tickets for the HS staff, maintains and updates OHR guides and the OHR supervisor portal. 
• Tests the modules and functions in the electronic medical records system, assigned by the HS manager and provide day to day support for Benson/OHR connection. 
• Acts as the responsible person in Health Services to upload and maintain the finalized versions of HS documents and SOPs in PowerDMS, per the process established at HS. 
• Process subpoena and EEOICPA requests, and documentation. 
• Maintain medical records and ensure compliance with confidentiality requirements. 
• Maintains the shared google drive for HS as well as clinical binders and manuals. 

EHS Division/ Department Support

• May support HS manager in formal and informal benchmarking and data gathering with other UC and or DOE clients, and management.
• Contributes to the completion and submission of the DOE-required Performance Indicators. 
• Identifies and advises the HS manager on items for continuous improvement in assigned programmatic areas. 
• Supports the HS manager in preparing and organizing various metrics.

What is Required:

• Bachelor's level degree with minimum of 5 years of experience in health services administration, program management, or similar roles, preferably in the healthcare arena or an equivalent combination.
• Excellent writing and communication skills, along with strong organizational, analytical, and interpersonal skills, including the ability to deal effectively with people in the widest variety of job classifications in order to obtain positions most favorable to LBNL. 
• Proficiency in managing contracts and budgets. 
• Knowledge of professional concepts and theories pertaining to Workers Comp, employee health wellness, emergency preparedness or other clinical/health related programs.
• Must be able to function efficiently and collaboratively in office environments, independently using standard office equipment. 
• Ability to work under short deadlines, while managing several different projects concurrently. 
• Must have demonstrated ability and experience in dealing with sensitive issues and difficult people. 
• Thorough knowledge of common organization-specific and other computer application programs. 
• Strong understanding of applicable technical processes, political environment, federal, state, and local safety regulations, financial analysis budgeting, scheduling, and reporting techniques. 
• Strong organizational and project management skills. Requires insight regarding problem solving/ investigation processes and being able to resolve conflict. 
• Demonstrated ability and success in negotiating and dealing with various regulatory organizations and exhibiting sensitivity when dealing with community issues.

Desired Qualifications:

• Knowledge and experience in allied occupational health functions such as industrial hygiene and occupational safety are desirable. 
• Experience and or training as a medical assistant or Licensed Vocational Nurse is highly desirable.

Notes:

• This is a full time 2-year, term appointment with the possibility of extension or conversion to Career appointment based upon satisfactory job performance, continuing availability of funds and ongoing operational needs.
• This position is expected to pay $90,000.00 - $107,000.00, which fits within the full salary range of $85,572.00-$144,396.00 for the A40.3. Salary for this position will be commensurate with the final candidate’s qualification and experience, including skills, knowledge, relevant education, certifications, and aligned with the internal peer group.
• This position may be subject to a background check. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.
• Work will be primarily performed at: Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.

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Berkeley Lab (LBNL) addresses the world’s most urgent scientific challenges by advancing sustainable energy, protecting human health, creating new materials, and revealing the origin and fate of the universe. Founded in 1931, Berkeley Lab’s scientific expertise has been recognized with 16 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energy’s Office of Science.

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