Admin Specialist

Grace Federal Solutions; Hillsborough (NC); On-site; USD 35,000 - 52,000; Full time

Job summary

Grace Federal Solutions in Hillsborough, North Carolina, seeks an Admin Specialist to support budgeting, data management, and project coordination. The role emphasizes accurate reporting, document preparation, and effective customer service across internal teams.

The ideal candidate will have strong MS Office skills, experience with scheduling, and a proactive, coaching mindset to assist staff and ensure policy adherence in a dynamic environment.

Qualifications

• High school diploma or GED with clerical/administrative experience required.
• Experience in budgeting, expenditures, and financial reconciliation is a plus.
• Familiarity with EHR or practice management systems is advantageous.
• Strong MS Office and data compilation capabilities are expected.

Responsibilities

• Assist in developing budgets, monitor expenditures, and reconcile financial statements.
• Coordinate and complete special projects independently or with others.
• Arrange conferences, meetings, and seminars as needed.
• Extract and compile data from sources and provide interpretation.
• Manage departmental information systems and reporting.
• Prepare complex databases, reports, and documents for circulation.
• Serve as a point person for complex customer service and admin issues; provide guidance to staff.

Skills

Customer focus

Problem solving

Microsoft Office

Scheduling system

Coachable

Accountability

Policy interpretation

Data extraction

Interpersonal skills

Education

High School Diploma or GED

Associate's Degree + 1 year clerical experience

Bachelor's Degree + no clerical experience

Job description

Job Title: Admin Specialist

Location: North Carolina (Hillsborough)

Contract Type: Temporary to Permanent

Start Date: ASAP

Pay Range: Competitive

Come for the role. Stay for the people. Hillsborough, North Carolina, offers a unique blend of small-town charm, historic character, and modern amenities, making it an attractive place to relocate for work. Residents enjoy a vibrant downtown with locally owned shops, restaurants, and cultural events, along with easy access to parks, trails, and the scenic Eno River. Its location near Durham, Chapel Hill, and Raleigh provides convenient access to major employers, higher education institutions, and expanded entertainment options. The town also offers a strong sense of community and a high quality of life, appealing to both young professionals and families.

Job Summary

• Assisting in developing budgets, monitoring expenditures, and reconciling financial statements. Investigating discrepancies and processing corrective actions.
• Coordinating and completing special projects independently or in cooperation with other groups as assigned.
• Determines administrative needs and making arrangements for conferences, meetings, seminars or other related activities.
• Extracting and compiling data from written sources, individuals, and/or databases and providing interpretation.
• Managing departmental information systems.
• Preparing complex databases, reports, charts, graphs, spreadsheets at designated intervals as requested. Composing formal correspondence and documents for internal or external circulation.
• Serving as point person for all complex customer service and administrative issues. Interpreting and communicating policies/procedures to other parties based on knowledge of the organization and departmental guidelines. Routinely providing guidance and direction to lower-level staff. Assists with screening applications and conducting initial interviews of entry-level staff as needed. Investigate patient and provider complaints and provide reports with root causes and service recovery.

Required Skills & Experience

• Customer Focus: makes the customer and their needs their top priority and goes the extra mile to satisfy their customers.
• Demonstrates the ability to resolve customer problems.
• Technical expertise: understands the technical aspects of one’s job.
• Effectively uses Microsoft office products in order to produce reports and documents.
• Demonstrates the ability to learn and master the scheduling system as appropriate.
• Coachability: Receptive to feedback, willingness to learn and embraces continuous improvement.
• Accountability: Manages performance to meet expected results.
• Works to meet the internal/external customer requirements.
• Fiscal responsibility: Understands the insurance process and seeks to make the best decision/referral in the interest of the customer.
• Understands the relationship of the budget and resources to the strategic plan.
• Coaching: Shares information, advice and suggestions to help others to be more successful.
• Provides appropriate support and acts as a resource depending on the situation and capabilities of the employee.
• Conflict Resolution: Uses appropriate interpersonal styles and methods to reduce tension or conflict between two or more people.
• Finds agreement on issues and follows through on implementation.
• Solving Problems: Uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.

Required Education

• High School Diploma or GED AND two (2) years of clerical or administrative experience OR
• Associate's Degree AND one (1) year of clerical or administrative experience OR
• Bachelor's Degree AND no years of clerical or administrative experience.

Other Notes

• Temporary to permanent
• Part Time
• Prior experience in physical therapy, rehabilitation, or outpatient clinic settings
• Familiarity with insurance payor requirements
• Experience with EHR or practice management systems