Part-Time Administrative & Operations Assistant

Title: Part-Time Administrative & Operations Assistant
Hours: ~20 hours/week
Reports to: Administrative Director

Position Summary

We are seeking a highly organized and detail-oriented Administrative & Operations Assistant to support HR processes, medical billing preparation, internal operations, and administrative workflows. This role is responsible for managing documentation, tracking compliance items, coordinating logistics, and supporting day-to-day operational efficiency across the organization.

This position is execution-focused and requires strong follow-through, communication, and the ability to manage multiple ongoing tasks with minimal oversight.

Core Responsibilities:

1. HR Administration & Onboarding

• Manage job postings and track applicants
• Coordinate interview scheduling
• Prepare offer letters for review
• Assemble and distribute onboarding documents
• Track onboarding completion and follow up with new hires
• Maintain cloud-based, organized employee files
• Track and maintain staff training requirements and licensure
• Schedule/register staff for required trainings

2. Billing Preparation & Documentation Auditing

• Review weekly group documentation for completeness
• Identify missing charting and follow up with staff
• Track completion of documentation corrections
• Compile and maintain weekly billable services spreadsheet
• Ensure all required data is accurate and submitted on time

3. Meeting & Administrative Support

• Prepare meeting agendas and supporting materials
• Track action items and follow-ups from meetings
• Draft and distribute internal announcements (trainings, updates, etc.)
• Maintain organized records of key decisions and updates

4. EMR & Systems Support (Tier 1)

• Serve as first point of contact for basic EMR questions
• Assist staff with common user issues
• Document and escalate system issues when needed
• Submit support tickets and track resolution

5. Marketing & Project Support

• Format and organize marketing materials
• Coordinate social media posting as directed
• Maintain organization of branding assets
• Assist with sourcing materials, vendors, and pricing for projects
• Track orders, deliveries, and project-related expenses

6. General Administrative Support

• Organize and maintain digital files and documentation
• Format documents and spreadsheets
• Track recurring tasks and deadlines
• Assist with follow-ups and task coordination across teams

Qualifications

• Strong organizational and time management skills
• High attention to detail
• Ability to manage multiple tasks and follow through consistently
• Comfortable working with Google Drive, spreadsheets, and basic systems
• Strong written and verbal communication skills
• Ability to handle sensitive information with discretion

Preferred (Not Required)

• Experience in healthcare, billing, or HR administration
• Experience with EMR systems
• Experience supporting operations or project coordination

Success in This Role Looks Like

• Tasks are completed accurately and on time without reminders
• Documentation is organized and easy to access
• Staff receive timely follow-ups and support
• Administrative bottlenecks are reduced or eliminated

Miscellaneous

• This is primarily a work-from-home position, with occasional in-person responsibilities.
• This position may expand into a full-time role based on performance and demonstrated capacity to support additional operational and leadership needs.
• Health insurance is not an offered benefit at this time.

Pay: $24.03 per hour

Benefits:

• Flexible schedule
• Paid time off

People with a criminal record are encouraged to apply

Application Question(s):

• Do you have any medical billing experience?

Work Location: Hybrid remote in Lubbock, TX 79413