Operations Manager

Regional Clinic & Staffing Coordinator Vax Concierge | Lincolnwood, Illinois | Full-time, onsite Annual salary: $50,000–$75,000, depending on relevant experience and qualifications

Benefits

Employer-sponsored benefits are not offered.

A nursing license is not required.

Vax Concierge provides vaccination services to nursing facilities. We are seeking an exceptionally organized, proactive, and dependable professional to oversee clinic scheduling, coordinate our vaccinator team, and support facility relationships across our Illinois operation.

This is a hands-on leadership role with substantial responsibility. You will arrange clinics, secure vaccinator coverage, confirm details with facilities, coordinate orders, and keep everyone informed as schedules change. Our operation moves quickly, especially during peak vaccination season, and requires someone who can manage many moving parts with accuracy and clear communication.

Who will thrive in this role

We’re looking for a resourceful go-getter who takes ownership and follows through. You anticipate problems, act quickly, and bring solutions. When obstacles arise, you communicate early, ask for support when needed, and stay accountable until the issue is resolved.

You must be comfortable managing a high volume of clinics, shifting schedules, and urgent staffing needs while remaining organized, calm, and supportive. You combine a strong work ethic with a customer service mindset, making facility staff and vaccinators feel informed, heard, and supported.

What you will manage

• Arrange vaccination clinics with nursing facilities, coordinating dates, timing, staffing needs, and preparation requirements.
• Proactively contact vaccinators throughout the region to offer shifts, track responses, and secure reliable coverage.
• Match vaccinators to clinics based on location, timing, and approved staffing requirements.
• Obtain confirmation from both the vaccinator and the facility before considering a clinic fully scheduled.
• Follow up consistently on unanswered messages, tentative dates, unfilled shifts, and missing information.
• Manage cancellations, rescheduling, and staffing gaps promptly, arranging replacement coverage with minimal disruption.
• Coordinate clinic-related orders and follow up on outstanding needs with the appropriate team members.
• Maintain accurate schedules and organized records of outreach, assignments, confirmations, changes, and unresolved items.
• Serve as an accessible, responsive point of contact for nursing facility staff and vaccinators.
• Set clear expectations for communication, punctuality, preparation, and follow-through; address concerns professionally.
• Help vaccinators and facility staff use our online portal and complete required preparation and follow-up.
• Keep leadership informed of staffing gaps, operational concerns, and opportunities to improve service.

Required qualifications

• At least two years of experience coordinating staff schedules, field teams, healthcare services, or similarly complex operations, preferred.
• Exceptional organizational skills and demonstrated ability to manage multiple schedules and competing deadlines.
• Experience taking ownership of scheduling, follow-up, and problem resolution.
• Experience coordinating or leading a team and holding others accountable for commitments.
• Excellent written and verbal communication, including confident phone outreach and professional handling of difficult conversations.
• Strong technology skills and comfort learning new systems, including online portals, scheduling software, shared calendars, email, and spreadsheets.
• A dependable system for tracking tasks, documenting conversations, and following up until outstanding items are resolved.
• Ability to prioritize effectively and maintain accuracy during extremely busy periods.
• A patient, supportive, service-focused approach, combined with sound judgment and initiative.
• Availability to work full-time onsite in Lincolnwood.

Experience managing mobile or contracted workers, healthcare staffing, nursing facility scheduling, home care coordination, or medical office operations is especially valuable. Relevant experience and demonstrated performance matter more than a particular degree.

What success looks like

Clinics are staffed and confirmed. Facilities know what to expect and receive timely updates. Vaccinators have clear assignments and dependable support.

Orders and preparation needs are tracked, staffing gaps are identified early, and records stay current.

Leadership can rely on you to know what is confirmed, what is outstanding, and what needs attention. You are comfortable making repeated outreach attempts, asking direct questions, and taking the next step without constant reminders.

To apply

Submit your resume and brief responses to the following:

• Describe a scheduling or staffing operation you have personally managed. Approximately how many staff members, locations, or weekly appointments were involved?

Specific examples of ownership, organization, customer service, and follow-through will receive particular consideration.

Pay: $50,000.00 - $75,000.00 per year

Work Location: In person