Administrative Assistant (Mobile, Hybrid Role)

GroHR • Baltimore • 1h ago

Are you a highly organized, proactive problem-solver with a passion for operational excellence?

GroHR is a dynamic and growing outpatient healthcare provider, and we're excited to announce an opening for a dedicated Administrative Assistant. This full-time, hybrid role is designed for a professional equipped to manage and lead operations across several high-performance clinic locations effectively. While not remote, this position offers the unique opportunity to engage directly with our teams and stakeholders, ensuring a hands-on approach to driving results across multiple sites. If you're poised to take on a role filled with opportunities to influence operational excellence across dynamic environments, we invite you to join our ambitious team at GroHR.

This essential position will appeal to someone who thrives under pressure, enjoys the challenges of a fast-paced work environment, and is enthusiastic about providing seamless operational linkage across sites. As the Mobile Operations Coordinator, you will act as a cornerstone, coordinating diverse operational activities, supporting clinic functions, and ensuring that each site runs smoothly and efficiently. We seek a self-motivated and resourceful individual to drive daily operations across multiple locations, solve problems proactively, anticipate operational needs, and take ownership of the details, allowing our care providers to focus on patient and client outcomes.

Duties and Responsibilities:

Operational Hub: Act as the frontline operational point guard across multiple clinic locations, ensuring effective communication and coordination between staff, vendors, and leadership.
Material Management: Distribute, manage, and update necessary operational and promotional materials across clinics to facilitate smooth day-to-day functions.
Inventory & Supply Oversight: Oversee inventory supply, tracking, and management, ensuring all clinics are adequately stocked and operational requirements are met promptly. This includes managing Stride ordering processes to maintain optimal stock levels.
Adaptability & Urgency: Address time-sensitive tasks with urgency and adapt quickly to any last-minute changes in clinic needs or operational strategies.
Strategic Calendar Management: Proactively manage and maintain shared calendars for operational activities, facility maintenance, and key appointments, ensuring optimal scheduling and resource allocation.
Event & Marketing Support: Collaborate with various internal teams to assist in organizing events, promotional campaigns, and community outreach programs, including coordinating logistics for marketing events.
Mass Order Coordination: Facilitate and oversee mass orders for embroideries and other branded materials for multiple sites, ensuring consistency and quality.
New Clinic Launches: Support the operational setups for new clinic launches, including but not limited to equipment ordering, setting up necessary IT infrastructure, organizing signage, and other promotional materials.
Account Onboarding Support: Assist with the onboarding process for new accounts, ensuring all operational elements are in place for a seamless client experience.
Serve as a key point of contact for patient fee inquiries, proactively reaching out to explain structures and resolve issues with a focus on clear communication and patient satisfaction.

Requirements:

A minimum of 2-3 years of experience in operations, marketing, administrative support or executive assistant roles, ideally within a healthcare or service-oriented setting.
Strong customer service background.
Proven ability to manage multiple tasks efficiently and effectively while maintaining exceptional organizational and planning skills.
Ability to take ownership of special projects.
Strong problem-solving abilities coupled with excellent verbal and written communication skills.
Demonstrated self-reliance and confidence in working independently, always thinking two steps ahead with little supervision, yet a strong capability to work collaboratively in a team environment.
Regular availability to travel between clinic locations as needed, with some local travel requirements.
Additional experience in event coordination, marketing support, clinic operational setup, calendar management, or inventory/supply chain processes (e.g., Stride ordering) is highly desirable.
Flexibility to support operations during special events occasionally, ensuring that clinic operations are seamless and continuous.

GroHR

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