Financial & Administrative Coordinator

Vibrant Minds Applied Behavioral Pediatrics•Medford, OR

1d•Onsite

About The Position

Vibrant Minds Applied Behavioral Pediatrics is hiring a full-time, on-site Financial & Administrative Coordinator in Medford, Oregon. The coordinator works directly with the Director of Operations and practice leadership to manage day-to-day financial administration, including accounts payable and payroll, and to provide administrative support. The role also helps build organized records and documented processes as the multidisciplinary pediatric practice grows. The position includes entering and managing vendor bills in QuickBooks, reconciling statements, resolving discrepancies, and preparing payments for approval in collaboration with the accountant. The coordinator processes biweekly payroll using ADP and/or QuickBooks, maintains time and paid-time-off records, and enters approved wage and status changes. Administrative work includes calendar and meeting coordination, document preparation, supply ordering, vendor coordination, and maintaining employee, vendor, and contract records. Additional duties include maintaining electronic filing systems, writing and updating standard operating procedures, supporting onboarding and vendor or contract tracking, cross-training for front-desk backup coverage, and taking on project work as the practice grows. Compensation is up to $33.65 per hour depending on experience. Benefits begin after 90 days.

Requirements

Hands-on QuickBooks experience.
At least two years of experience in accounts payable, payroll, bookkeeping, or office administration.
Strong numerical accuracy and reconciliation skills.
Strong organizational skills and the ability to manage multiple priorities and deadlines.
Clear, professional written communication.
Comfort with Microsoft 365 and cloud-based financial and payroll systems, and willingness to learn new systems.
Discretion when handling confidential employee, financial, and health information.
Raises problems early rather than hoping they resolve themselves.

Nice To Haves

Payroll processing experience with ADP or a similar platform.
Experience in a healthcare or medical office setting.
Familiarity with HIPAA.

Responsibilities

Enter and manage vendor bills in QuickBooks, reconcile statements, resolve discrepancies, and prepare payments for approval while working with the accountant.
Process biweekly payroll accurately and on time using ADP and/or QuickBooks.
Maintain time and PTO records and enter approved wage and status changes.
Support the Director of Operations and practice leadership with day-to-day office administration.
Manage calendars, schedule meetings, and prepare agendas and notes.
Draft correspondence, forms, and other documents.
Order office supplies and coordinate with vendors.
Maintain employee, vendor, and contract records and tracking logs.
Build and maintain organized electronic filing for financial and administrative records.
Write and update standard operating procedures for financial and administrative processes.
Support new-hire onboarding and vendor or contract tracking as needed.
Cross-train on the front desk to provide backup coverage.
Take on project work as the practice grows.