About the job
The Operations and Data Support Administrative Professional is pivotal in enhancing the operational efficiency of a dynamic medical services organization. This role provides extensive administrative, data, and systems support to both internal teams and external clients.
Attention to detail is paramount, as the position centers on ensuring data accuracy, facilitating onboarding processes, managing technology systems, and maintaining operational documentation. The ideal candidate should be well-organized, technologically adept, and proficient in navigating various platforms that contribute to delivering exceptional medical services.
Key Responsibilities
General Administrative & Operational Support
- Execute a variety of administrative tasks, including scheduling appointments, managing correspondence, filing, and overseeing document management.
- Prepare, edit, and format internal documents, forms, and reports with precision.
- Oversee equipment inventory and liaise with vendors for procurement.
- Handle sensitive information with utmost professionalism and confidentiality.
- Assist in organizing internal meetings, corporate events, and communications.
Data Entry & Management
- Accurately input, validate, and maintain employee, client, and operational data across various systems.
- Administer and update data within key platforms, such as:
- CRM systems (e.g., HubSpot, Salesforce, or similar)
- Scheduling and workforce management platforms (e.g., Deputy, Workforce)
- HR and payroll systems (e.g., Employee Navigator, QuickBooks)
- Conduct regular audits on data to ensure accuracy, completeness, and consistency.
- Safeguard data security and confidentiality in accordance with HIPAA and organizational policies.
Cross-Departmental Support
Human Resources
- Assist with onboarding and offboarding administrative processes.
- Maintain employee records, certifications, licenses, and compliance documentation.
- Track expiration dates for credentials and training.
Finance & Accounting
- Help with invoice tracking, expense reports, and purchase order documentation.
- Maintain vendor contract records and payment schedules.
- Support expense reconciliation and data entry in accounting.
- Coordinate vendor billing inquiries and follow up on payments.
Clinical Services
- Assist clinical operations with scheduling, documentation, and data entry tasks.
- Keep logs for medical supplies and equipment.
- Coordinate purchases and manage inventory with vendors.
Client Relations / Business Development
- Facilitate customer onboarding and maintain documentation for both new and existing clients.
- Enter and update client records to ensure seamless service delivery.
