Admin & US Payroll Coordinator - Freelance, Remote

About the position About the Client A multi-site healthcare group operating urgent care and primary care clinics in the Greater Nashville area is seeking support for core people operations. With approximately two dozen employees, extended clinic hours, and a patient-first culture, they rely on efficient back-office processes to keep care moving. The team leverages modern tools and coordinated workflows to deliver timely, compliant, and compassionate service. Why does this role exist? The organization is backfilling key responsibilities due to the impending departure of their Chief of Staff, with an urgent need to maintain continuity in payroll, scheduling, and executive operations. This role ensures accurate, on-time US payroll processing, keeps provider schedules current in Athena, and supports leadership with calendar, inbox, and meeting logistics. The goal is to minimize disruption, enable a smooth handover with overlap for training, and sustain operational excellence during and after the transition. The Impact you’ll make

Responsibilities

• US Payroll Coordination and Compliance (Paylocity) Own end-to-end payroll processing in Paylocity, including timesheet validation, deductions, tax and retirement withholdings, and final approvals. Maintain payroll calendars, reconcile payroll reports, and address employee payroll inquiries promptly and professionally. Support payroll audits and year-end activities (e.g., W-2 data validation) and ensure adherence to US and Tennessee regulations.
• Provider and Clinic Scheduling (Athena) Build and update provider schedules in Athena for doctors and mid-levels to ensure complete clinic coverage during operating hours. Coordinate PTO/leave requests, manage last-minute changes, and communicate updates to clinical and front-desk teams. Monitor capacity and identify gaps to minimize reschedules and improve patient access.
• Recruiting Coordination and Interview Scheduling Manage front-end recruiting logistics: post roles, screen for basic criteria, coordinate interviews, and maintain candidate trackers. Schedule multi-stakeholder interviews efficiently and ensure a positive candidate experience. Partner with leadership on status updates and next steps.
• Executive and Administrative Support Manage high-volume inbox and calendar support for leadership, including triaging 40+ meeting requests daily. Coordinate leadership and quarterly meetings: agenda prep, venue booking, lunch arrangements, and follow-up tasks. Support task and project coordination, ensuring owners, timelines, and deliverables are clear.
• SOP and Process Management Maintain and improve SOPs for payroll, scheduling, recruiting, and admin workflows. Create checklists and templates to reduce errors and speed up onboarding and cross-training. Identify operational bottlenecks and recommend process improvements.

Requirements

• Hands-on US payroll processing
• Strong working knowledge of US payroll compliance (tax withholding, retirement deductions, FLSA basics)
• Experience with healthcare provider scheduling; Athena EHR strongly preferred
• Proven executive support experience managing high-volume calendars and inboxes
• Excellent spoken and written English easily understood by US audiences
• Technical: Paylocity payroll processing, Athena scheduling, Microsoft Teams/Outlook/Excel, reporting and reconciliations
• Compliance and confidentiality mindset (HIPAA awareness, data privacy best practices)
• Meticulous attention to detail; strong prioritization and follow-through
• Clear, courteous communication and stakeholder management
• Process thinker who documents SOPs and improves workflows
• Calm under deadlines; comfortable context-switching between payroll, scheduling, and EA tasks
• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

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