Administrative Assistant

Position Summary:   

The Administrative Assistant to the Director of Recruiting and Provider Relations provides high-level administrative and operational support to ensure the efficient management of recruiting, provider relations, payroll, expenses, and onboarding processes. This role serves as a key point of contact for providers and internal departments, supporting daily, weekly, and monthly activities that impact provider experience, compliance, and operational effectiveness. The Administrative Assistant plays a critical role in maintaining accurate records, coordinating cross-departmental workflows, and supporting payroll, expense reimbursement, and provider onboarding and offboarding activities with a high level of professionalism, confidentiality, and attention to detail.

Duties and Responsibilities:

Administrative & Executive Support

• Provide direct administrative support to the Director of Recruiting and Provider Relations
• Maintain organized electronic and paper filing systems
• Serve as a point of contact for providers.

Payroll & Compensation Support

• Assist with provider and staff payroll processes, including: 
  • Collecting and verifying time entries
  • Tracking travel provider hours
  • Flagging discrepancies and coordinating corrections
• Support stipends, bonuses, shift differentials, and special pay items as directed
• Maintain payroll-related documentation and ensure timely submission
• Collaborate with finance and payroll teams to resolve questions or issues

Expense & Reimbursement Management

• Process provider and staff expense reports
• Track mileage, CME meals, travel, and lodging expenses
• Ensure expenses comply with organizational policies
• Prepare documentation for approval and reimbursement
• Monitor timelines and follow up on outstanding submissions

Provider Onboarding & Offboarding Support

• Coordinate administrative aspects of provider onboarding, including: 
  • Collecting required documentation
  • Onboard new provider via our HRIS
  • Scheduling onboarding meetings and orientations
  • Supporting checklist completion across departments
• Support provider offboarding tasks, including documentation tracking and access requests
• Ensure onboarding timelines are met and communicate status updates

Qualifications:  

Education: 

• High School Diploma or equivalent. 

Experience: 

•  Previous experience at the administrative level for a minimum for 2 years

Skills: 

• Strong organizational and time-management skills
• High attention to detail and accuracy
• Ability to manage competing priorities and deadlines
• Professional communication and discretion
• Proficiency in Microsoft Office and/or provider management systems
• HRIS experience
• Ability to work independently and as part of a team

Working Conditions: 

• Subject to varying and unpredictable situations and interruptions. 
• Occasional pressure due to multiple calls and inquiries. 
• Occasionally subjected to irregular hours. 
• Occasional pressure due to a fast-paced environment. 
• The position may require lifting, carrying, or pushing equipment or patients

Physical Requirements: 

• Must be able to see with corrective eyewear. 
• Must be able to hear clearly with assistance. 
• May be exposed to infectious and contagious diseases. 
• May be in contact with patients under a wide variety of circumstances. 
• Able to handle emergency or crisis situations. 
• Will be required to wear protective equipment as necessary. 
• Ability to escort or transport patient by wheelchair or stretcher 
• Frequently: Sitting, walking, standing. 
• Occasionally: Bending, squatting, climbing, kneeling, twisting, lifting, carrying, pushing, traveling. 
• Ability to lift 15-20 pounds