Administrative Assistant at Xpress Wellness Urgent Care

Oklahoma City, Oklahoma, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Jul, 26

Salary

0.0

Posted On

15 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative support, Payroll processing, Expense management, Provider onboarding, Time management, Attention to detail, Microsoft Office, HRIS, Communication, Record keeping, Compliance, Scheduling, Data verification, Professionalism, Confidentiality

Industry

Medical Practices

Description

Description 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 Requirements 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

Responsibilities

The Administrative Assistant provides high-level operational support for recruiting, provider relations, payroll, and onboarding processes. They are responsible for maintaining accurate records, managing expense reports, and coordinating cross-departmental workflows to ensure operational effectiveness.