Administrative Services Partner/Associate

Overview

Kirby Bates Associates’ consultants are specialists focused exclusively on the healthcare executive recruitment market. With hundreds of years of combined experience and extensive professional networks, KBA provides a personalized, professional and confidential service designed to ensure that candidates are matched with the best possible opportunities.

Our inclusive search methodology is designed to create a level playing field and keep implicit bias in check so that the most qualified candidates advance.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for coordination:

• Full scope of the onboarding process.
• Full scope of payroll process including database management in collaboration with Business Compliance Manager, Director of Finance, and EVP.

Assumes responsibility for communication:

• Acknowledges and addresses all interim inquiries or requests and/or forwards to appropriate IL & EAS leader for follow-up.
• Maintains positive relationships with interims and client organizations.
• Provides daily onboarding process reports to ILS & EAS Team.

Assumes responsibility for establishing and maintaining effective working relationships with team members:

• Attends meetings as required (both virtually and/or in-person). Examples include mandatory internal meetings as needed and required, as often as monthly or quarterly, in-person meetings with clients, conferences, events, seminars, etc.

Assumes responsibility for related duties as required or assigned.

Assumes responsibility for Interim Service Onboarding & Logistics Management Model:

• Manages all onboarding requirements to ensure follow-through with Interim Leader and Human Resources of client organization.
• Coordinates through 3rd party vendor start date travel logistics and communicates with VP and EVP.
• Develops the KBA Confirmation Letter outlining logistics for the new engagement.
• Manages interim engagements to ensure that their needs are being met by client organization relative to travel, housing, and expense reimbursement.
• Maintains Interim database in Bullhorn and documents database in Microsoft Teams.

Assumes responsibility for Interim Leader payroll and expenses management:

• Oversees and assures timely return of all required applications, related forms, and processes for new Interim Leaders.
• Schedules all required pre-employment verification and testing.
• Manages ADP/Concur training for new hire interim employees on use of self-service payroll and human resources portals, expense reimbursement procedures, and timecard submission.
• Establishes a standardized menu of cost-effective options for interim needs and expenses including air travel, car rental, and housing. Collects and maintains cost data for logistics for each client location, including coordination with Director of Finance and Operations regarding payroll, insurance, and compliance costs.

Evaluation:

• Completes the Margin Calculator for each engagement and maintains it throughout the engagement.

Conducts job duties in accordance with the Corporate Values and Culture:

• Others First (Put others before self)
• Wisdom (Do the wise thing)
• Growth (Keep getting better)

PERFORMANCE MEASUREMENTS

Automation of processes to strengthen efficiency. Submission of payroll and benefits summary on time. Completion of New Start preparation and onboarding on time. Optimization of Bullhorn capabilities related to work.

QUALIFICATIONS

• EDUCATION/CERTIFICATION: Associate’s Degree preferred or comparable experience in a related field, preferably in healthcare.
• ELIGIBILITY REQUIREMENTS: All candidates must be able to fulfill E-verify requirements.
• REQUIRED KNOWLEDGE: Expert-level skill in using multiple software programs, including: MSOffice suite: Word, Excel, Outlook, Teams, PowerPoint; and other related programs including specialty databases.
• EXPERIENCE REQUIRED: A minimum of three years’ demonstrated success in a similar position with a focus on customer service and system development that supports those initiatives.
• SKILLS/ABILITIES:
  • Exceptional interpersonal skills with demonstrated abilities to work with clients, employees, and vendors.
  • Exceptional skill in all aspects of communication including verbal, written, and the use of multimedia.
  • Strong decision-making, critical thinking, and problem-solving skills.
  • Demonstrated skill in acting within parameters established by leadership and requiring minimum supervision.

This is a full-time remote position. Standard business hours are Monday through Friday, 8:30 a.m. to 5:30 p.m. Additional time outside of these hours may be needed to complete the essential functions of the job.

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

• FINGER DEXTERITY: Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.
• TALKING: Must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly. Conducts continuous conversations over the phone averaging 4 to 6 hours daily.
• AVERAGE HEARING: Able to hear average or normal conversations and receive ordinary information via telephone and in person.
• REPETITIVE MOTIONS: Movements frequently and regularly required using the wrists, hands, and fingers. Conducts continuous functions on the computer averaging 4 to 6 hours daily.
• AVERAGE VISUAL ABILITIES: Average, ordinary, visual acuity necessary to prepare or inspect documents.
• PHYSICAL STRENGTH: Sedentary work; sitting most of the time.
• TRAVEL: Successful associates in this position must be able and willing to travel nationwide up to 10% of the time.

MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

• REASONING ABILITY: Ability to apply common sense understanding to carry out detailed but uninvolved instructions and to deal with problems involving a few variables.
• MATHEMATICS ABILITY: Ability to perform very basic math skills including adding, subtracting, multiplying, and dividing two-digit numbers; ability to use decimals and compute ratios and percentages.
• LANGUAGE ABILITY:
  • Ability to use passive vocabulary of 5,000-6,000 words; to read at a slow rate; define unfamiliar words in dictionaries for meaning, spelling, and pronunciation.
  • Ability to write complex sentences, using proper punctuation, and using adjectives and adverbs.
  • Ability to communicate in complex sentences; using normal word order with present and past tenses; using a good vocabulary.

TECHNOLOGICAL ABILITY:

• Competent in the use of MS Word and Excel.
• Familiar with and able to learn applications such as financial applications and other company applications and systems required by job content.

EEO Statement

Kirby Bates Associates is an EEO/AA Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, gender identity and expression, national origin, age, disability or protected veteran status. We celebrate diversity and are committed to creating an inclusive environment for all of our associates.