Operations Administrator

AHSG•Frisco, TX

10d•Onsite

About The Position

The Operations Administrator is responsible for independently managing routine operational workflows that support AHS Staffing recruiters, clinicians, clients, vendors, and internal business partners. This position performs administrative, system, and operational work across multiple areas of the clinician and assignment lifecycle while ensuring requests are completed accurately, timely, and according to established procedures and service expectations. Building upon the foundational responsibilities of the Associate Operations Administrator, this role operates with greater independence and accountability for assigned queues, processes, records, and follow-up activities. The Operations Administrator resolves standard operational issues, coordinates work across departments, and recognizes when an exception, risk, or nonstandard situation requires escalation. This role works closely with Recruiting, Payroll, Credentialing, Sales, Finance, Human Resources, Legal, Marketing, and other business functions to maintain operational continuity and accurate information across systems. Success requires strong organization, sound judgment within established guidelines, responsive customer service, and the ability to manage multiple workflows in a fast-paced staffing environment.

Requirements

High School Diploma or GED
2 to 4 years of experience in operations, administration, healthcare staffing, recruiting support, client service, payroll support, contracts administration, vendor coordination, or related work.
Experience independently managing recurring workflows, queues, requests, or administrative processes.
Demonstrated ability to follow documented procedures while resolving routine issues with limited guidance.
Strong attention to detail and experience reviewing data or documentation for accuracy.
Ability to prioritize multiple time-sensitive requests in a fast-paced environment.
Strong written and verbal communication skills.
Proficiency with Microsoft Office, Google Workspace, or similar business productivity tools.
Ability to learn and use multiple business systems effectively.
Demonstrated reliability, follow-through, and customer service orientation.
Ability to recognize operational risk and escalate exceptions appropriately.
Remaining in a stationary position for approximately 50% of the workday
Learning and applying new tasks and procedures
Maintaining attention and completing work independently
Making timely workflow-related decisions
Meeting productivity and/or time-based performance expectations

Nice To Haves

Associate’s or bachelor's degree in Business, Healthcare Administration, Human Resources, Communications, Marketing, or related field; or equivalent combination of education and experience
Experience in healthcare staffing, workforce solutions, recruiting operations, or high-volume business operations.
Experience with Bullhorn, Workday, HubSpot, timekeeping platforms, ATS, CRM, or comparable systems.
Experience in office management, office coordination, facilities support, or front desk operations.
Experience supporting clinician assignments, payroll requests, contracts, client setup, vendors, or recruiting workflows.
Experience maintaining shared inboxes, service queues, trackers, system records, or operational reports.
Experience performing data validation, quality reviews, documentation audits, or process checks.
Familiarity with SOP development, process mapping, workflow tools, or continuous improvement practices.
Exposure to AI-enabled productivity tools, automation, dashboards, or operational reporting.

Responsibilities

Independently manage assigned operational workflows, queues, shared inboxes, requests, and recurring responsibilities.
Support workload coverage during periods of increased volume, PTO, vacancies, or changing business priorities.
Provide professional and responsive operational support to recruiters, clinicians, clients, vendors, and internal business partners.
Respond independently to routine questions related to assigned workflows and provide accurate status updates.
Communicate operational requirements, missing information, next steps, and expected timelines clearly.
Enter, update, review, and maintain accurate information within Bullhorn, Workday, HubSpot, timekeeping systems, and other approved platforms.
Understand how operational data affects downstream payroll, billing, credentialing, finance, HR, reporting, and assignment activity.
Follow internal controls, confidentiality requirements, client expectations, and operational standards.
Identify missing documentation, inconsistent data, incorrect rates, workflow failures, or other risks that could affect clinicians, clients, payroll, billing, or assignments.
Follow established SOPs, process maps, checklists, templates, and workflow requirements.
Maintain assigned trackers, reports, shared resources, and operational documentation.
Coordinate routine operational activities across Recruiting, Payroll, Credentialing, Sales, Finance, HR, Legal, Marketing, and Technology.
Monitor cross-functional dependencies that may affect assignment readiness, payroll accuracy, billing, client service, or recruiter productivity.
Escalate unresolved barriers that could create service delays or business risk.
Use approved technology, automation, and AI-enabled tools to improve documentation, organization, and workflow execution.
Share feedback based on day-to-day operational experience to strengthen team practices.
Work collaboratively with team members to maintain coverage and operational continuity.
Contribute to a service-oriented team culture centered on accountability, accuracy, and collaboration.
Independently process routine recruiter support requests within established service expectations.
Maintain candidate, clinician, traveler, submission, placement, and assignment records in Bullhorn and related systems.
Communicate completed actions, open items, and next steps to recruiters and recruiting leaders.
Enter and update client profiles, contract terms, rate information, operational requirements, and related records in HubSpot, Bullhorn, and approved systems.
Monitor contract expirations, renewals, certificates of insurance, licensing requirements, amendments, and outstanding documentation.
Coordinate with Sales, Legal, Finance, Billing, and Operations to obtain information required for client setup or assignment activity.
Administer routine operational workflows across Bullhorn, Workday, HubSpot, timekeeping platforms, and other approved systems.
Validate data moving between systems and investigate standard exceptions, failed tasks, duplicate records, or incomplete workflows.
Assist with system testing, process validation, and documentation updates related to enhancements or workflow changes.
Independently coordinate routine assignment changes, extensions, cancellations, reimbursements, travel arrangements, housing requests, vehicle needs, and related operational support.
Gather and review documentation required for payroll adjustments, assignment updates, reimbursements, and travel-related transactions.
Verify that requests include appropriate approvals, dates, rates, amounts, and supporting information before processing.
Escalate unresolved pay concerns, conflicting assignment information, or situations outside established procedures.
Independently coordinate routine administrative activity with operational vendors, technology partners, referral partners, and other third-party providers.
Maintain current vendor contacts, procedures, account details, documentation, and issue records.
Maintain SOPs, process guides, checklists, trackers, templates, and training resources for assigned workflows.
Use approved AI and productivity tools to improve documentation, organization, task organization, reporting, and efficiency while validating outputs for accuracy.
Assist with implementation and adoption of updated procedures across the team.
Perform additional operational, administrative, system, documentation, reporting, or support responsibilities based on business needs.
Support special projects, workflow transitions, process clean-up efforts, system implementations, coverage needs, and cross-functional requests.
Remain flexible as operational priorities, client requirements, technology, and department responsibilities evolve.