State Office Administrator

The Wound Pros, Inc.; City of Rochester (NY); On-site; USD 35,000 - 45,000; Full time

Job summary

The Wound Pros, Inc. seeks a State Office Administrator to join its team at the Rochester office. This entry-level role involves a range of administrative duties, providing support to a diverse team while ensuring efficient office operations. Candidates should possess an Associate Degree and relevant experience, complemented by excellent organizational and communication skills. Our commitment to diversity and inclusion drives our search for passionate professionals eager to contribute to healing and patient care.

Qualifications

• 2+ years of experience in the healthcare industry or related field.
• Comfortable conducting In-Person & virtual presentations.
• Prior experience in cross-functional roles and team collaboration.

Responsibilities

• Maintain the state office and assist with various administrative tasks.
• Respond to onsite healthcare and accreditation inspections.
• Prepare and submit requests for necessary licenses.

Skills

Organizational skills

Analytical skills

Problem-solving skills

Technical aptitude

Education

Associate Degree in Office Administration or related field

Tools

Microsoft Office Suite

Google Workspace

ExpenseWire

Lucidchart

Job description

WHO ARE WE?

Wound Pros Management Group is the nation’s largest wound care management company, with a presence in 19 states and counting. Our mission is to facilitate the standardization of evaluating and treating chronic wounds in long-term care facilities by leveraging the power of AI and technology. We offer various essential services, including Digital Wound Management, Telemedicine, Advanced EHR Systems, Mobile Vascular Assessment, Digital Supply Tracking, Advanced Wound Care Dressings, and Medicare Part B provider participation.

Kickstart your career by joining a growing number of professionals committed to healing wounds and saving lives. At Wound Pros Management Group, we live and breathe diversity. We pride ourselves in our team of passionate professionals from all over the world. Our core values are: we Listen, Innovate, Never give up, and “Kultivate” & grow (LINK) people in their careers.

JOB SUMMARY

The State Office Administrator is an entry-level position assigned to the company’s State Office Infrastructure and Expansion Department. The successful SOA is an experienced, energetic, and consummate professional who can handle a wide range of administrative duties and executive support-related tasks.

The SOA should be able to work independently with little or no supervision. They should also be well organized and flexible and enjoy the administrative challenges of supporting a team of diverse people. A daily physical presence in the state office Monday through Thursday between the hours of 9 AM and 5 PM is a requirement for the role of an SOA.

WHAT ARE YOUR ASSIGNMENTS

• The SOA is responsible for maintaining the company state office and a collection of projects and programs as assigned.
• Respond in a timely manner to all onsite healthcare and accreditation inspections.
• Prepare and submit requests for state business licenses and fire extinguisher licenses.
• Manage the state office efficiently by coordinating renovations and necessary repairs, ensuring the office remains clean, organized, and conducive for daily business operations.
• Engage services providers/clinicians in respective states so that they may visit respective state offices to conduct charting and host meetings, training sessions, and/or conferences.
• Maintain office efficiency by submitting requisitions for office stationery or supplies, including, but not limited to, scanners, printers, and mounting frames.
• Conduct daily inventory of refreshments available in the office. Refrigerators should always be stocked with bottled water and various healthy snack options for service providers and visitors.
• Mount framed posters and signage in the state office.
• Wire or aid with the basic setting up of office computers, scanners, and printers.
• Apply basic troubleshooting skills to issue service repair requests.
• Provides monthly status reports to keep the State Office Manager and the Senior Vice President of Infrastructure and expansion informed about state office operations.
• Submit incident reports for all office-related incidents that affect office closure.
• Attend and actively participate in all mandatory company online meetings, training, and conferences.

WHAT YOU HAVE ALREADY ACHIEVED

• An Associate Degree in Office Administration or a related field is preferred.
• 2+ years of experience in the healthcare industry or related industry.
• Knowledge and experience of administrative management practices and procedures.
• Knowledge of office clerical practices and procedures.
• Experience working with healthcare-related technologies, data, and software(s).
• Comfortable conducting In-Person & virtual presentations.
• Prior experience in cross-functional roles and team collaboration
• Experience in mobile technologies (Slack, Email, Zoom, and Dialpad)
• Strong analytical, problem-solving skills, organizational and planning skills
• Technical aptitude with the ability to adapt, learn quickly, and teach others
• Familiarity with office equipment and proficiency in office software (e.g., Microsoft Office Suite, Google Workspace, Lucidchart) and administrative systems such as ( ExpenseWire for expense reporting, etc).

ATTRIBUTES NEEDED FOR THE ROLE

• Proven office management, administrative, or assistant experience.
• Previous experience as a general Front Desk/Office Administrator.
• Knowledge of office management and project coordination responsibilities with systems, workflows, and procedures.
• Excellent time management skills and ability to multitask and prioritize work.
• Excellent written and verbal communication skills.

WORK SCHEDULE

• This is a full-time, 30-plus-hour work week position available Monday through Thursday between 9:00 a.m. and 5:00 p.m.

EQUAL OPPORTUNITY EMPLOYER:

Wound Pros Management Group is an equal opportunity employer committed to being an employer of choice, not just an excellent place to work but a great and inclusive place to work. We strive to recruit and maintain a diverse workforce. Qualified applicants will receive consideration for employment without regard to race, physical or mental disability, color, religious creed, ancestry, national origin, religion, age, sex, marital status, genetic information or testing, gender identity and expression, sexual orientation or status as a Vietnam-era or special disabled veteran or any characteristic protected by law.

Please note: Only shortlisted applicants will be contacted for Interviews.