The Administrative Professional – Operations, Data & Systems Support plays a critical role in ensuring the operational efficiency of a growing medical services organization. This position provides comprehensive administrative, data, and systems support across internal teams and external client operations.
The role is highly detail-driven and focuses on data accuracy, onboarding support, technology systems management, and operational documentation. The ideal candidate is organized, tech-savvy, and comfortable working across multiple platforms that support the delivery of high-quality medical services.
Key Responsibilities
General Administrative & Operational Support
- Perform a wide range of administrative duties, including scheduling, correspondence, filing, and document management
- Prepare, edit, and format internal documents, forms, and reports
- Maintain equipment inventory and coordinate purchasing with vendors
- Handle confidential information with professionalism and discretion
- Support internal meetings, company events, and communications
Data Entry & Data Management
- Accurately enter, verify, and maintain employee, client, and operational data across multiple systems
- Manage and update data within core platforms, including:
- CRM systems (e.g., HubSpot, Salesforce, or equivalent)
- Scheduling and workforce platforms (e.g., Deputy, Workforce)
- HR and payroll systems (e.g., Employee Navigator, QuickBooks)
- Conduct regular data audits to ensure accuracy, completeness, and consistency
- Maintain data security and confidentiality in compliance with HIPAA and organizational policies
Cross-Departmental Administrative Support
Human Resources
- Support administrative onboarding and offboarding processes
- Maintain employee records, certifications, licenses, and compliance documentation
- Track credential and training expiration dates
Finance & Accounting
- Assist with invoice tracking, expense reports, and purchase order documentation
- Maintain vendor contract records and payment schedules
- Support expense reconciliation and accounting data entry
- Coordinate vendor billing inquiries and payment follow-ups
Clinical Services
- Support clinical operations with scheduling, documentation, and data entry
- Maintain logs for medical supplies and equipment
- Coordinate purchasing and inventory with vendors
Client Relations / Business Development
- Support customer onboarding and maintain documentation for new and existing clients
- Enter and update client records in CRM and workflow systems
Operations & Compliance
- Support data collection and reporting for key performance indicators (KPIs)
- Assist with operational documentation and compliance tracking
Technology & Systems Support
- Serve as an administrator for business tools, managing user access and permissions
- Support rollout and adoption of new technology platforms
- Provide basic system support and user guidance as needed
- Maintain internal process documentation and system resource guides
Qualifications
Education & Experience
- 3+ years of experience in administrative, data management, or operations support roles
- Experience with EHR systems, CRM platforms, and scheduling software strongly preferred
Skills & Competencies
- Exceptional attention to detail and data accuracy
- Proficiency in Microsoft Office Suite
- Strong organizational, multitasking, and follow-up skills
- Excellent written and verbal communication abilities
- Tech-savvy, adaptable, and quick to learn new systems
- High level of professionalism, discretion, and integrity
Requirements
This is a full time role
Up to $6/hr
100% Remote
