Administrative Assistant

Xpress Wellness Urgent Care•Oklahoma City, OK

About The Position

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.

Requirements

High School Diploma or equivalent.
Previous experience at the administrative level for a minimum for 2 years
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
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

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.
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
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
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