Description:

The Right Person for This Role We are looking for someone who: Doesn't wait to be told every little thing that needs to be done. If you see something that needs attention, you address it or bring it to the appropriate person's attention. You are someone who can look at a messy process and think, " There has to be a better way to do this." You are comfortable asking questions, learning new things, keeping people accountable to deadlines, and helping wherever needed. You understand that Spa 3:16 is a team. We want someone who genuinely cares about our patients, our providers, our staff, and the future of the organization. Most importantly, success means this person consistently demonstrates service, positive purpose, intentional accountability, and grateful generosity in how they work and interact with staff and our patients.

Position Structure Title:

Administrative & Operations Assistant - Spa 3:16

Reports To:

Spa Director Department:

Spa 3:16

Status:

Full-Time Schedule:

M-F, 8-5

Location:

Bremen and Carrollton Success in this role looks like: The Spa Director can focus more on leading, growing, and developing Spa 3:16 because the day-to-day administrative details are organized, tracked, communicated, and followed through. This person becomes the "glue" of the administrative side of the Spa, helping make sure things don't fall through the cracks while giving leadership the visibility and support needed to make good decisions. Position Summary Spa 3:16 is seeking a highly organized, proactive, and dependable Administrative & Operations Assistant to provide direct support to Spa leadership and assist with the day-to-day administrative and operational needs of the medical spa. This position will work closely with the Spa Director to help keep daily operations organized, ensure information is accurately entered and maintained within our systems, assist with staff and provider coordination, and help identify and address operational needs before they become larger problems. The ideal candidate is someone who is organized, detail-oriented, resourceful, trustworthy, and comfortable taking initiative. This person should be able to work independently, communicate effectively with staff and leadership, and understand that the role is ultimately about helping the Spa run more efficiently and creating an excellent patient and employee experience. This position is not intended to replace the responsibilities of the Spa Director, clinical leadership, HR, or management. Rather, this person serves as a support and extension of leadership to help ensure day-to-day operations stay organized and moving forward.

Requirements:

Key Responsibilities:

Administrative Support to Spa Director Provide daily administrative support to the Spa Director. Assist with managing the Spa Director's day-to-day operational tasks and priorities. Help organize meetings, schedules, projects, deadlines, and follow-up items. Maintain task lists and follow up on outstanding items. Assist with email, communication, documentation, and administrative projects. Help prepare reports, spreadsheets, presentations, and meeting materials. Coordinate projects and ensure assigned tasks are completed on time. Serve as an additional set of eyes and ears for Spa operations. Help identify problems, gaps, or opportunities and bring them to leadership's attention. Data Entry & Systems Management Accurately enter and maintain information within Spa 3:16's systems and databases. Maintain accurate provider, employee, patient-service, inventory, and operational information as assigned. Assist with updating schedules, pricing, treatment information, forms, protocols, and other system information. Audit data for accuracy and completeness. Assist with maintaining reports and tracking operational metrics. Help ensure information is consistent across systems. Identify missing or inaccurate information and follow up with the appropriate team member. Assist with system implementation, updates, and organizational projects. Spa Operations Assist with the daily operational management of Spa 3:16. Help ensure front desk, clinical, and administrative processes are being followed. Monitor operational needs and communicate concerns to leadership. Assist with opening/closing procedures and daily operational checklists as needed. Help coordinate supplies, inventory, ordering, and other operational needs. Assist with tracking equipment, supplies, and other Spa resources. Help ensure policies, procedures, and workflows are being followed consistently. Assist with special events, promotions, trainings, and Spa initiatives. Staff & Provider Support Serve as an administrative resource for Spa staff and providers. Assist with staff communication and coordination. Help communicate schedules, meetings, trainings, deadlines, and operational updates. Follow up with staff regarding assigned tasks or outstanding items. Help monitor completion of required administrative responsibilities. Assist leadership with staff onboarding and offboarding processes. Help coordinate provider trainings, meetings, and educational activities. Identify recurring staff or operational issues and communicate them to the Spa Director. Help reinforce Spa policies, procedures, and expectations under the direction of leadership. Patient Experience Support Help identify operational issues that may negatively impact the patient experience. Assist with patient communication and administrative follow-up as appropriate. Help ensure patient-facing information is accurate and up to date. Assist with coordinating patient events, promotions, and special experiences. Help monitor patient feedback and communicate recurring concerns to leadership. Maintain professionalism and confidentiality at all times. Project & Growth Support. As Spa 3:16 continues to grow, this position will assist with special projects and new initiatives, including: New service launches Provider onboarding Training initiatives Marketing projects Patient events New technology/system implementation Process improvement Data collection and reporting DPC/wellness initiatives New location or service development Annual and quarterly planning projects The expectation is that this person will grow with the role as Spa 3:16 grows.

What We're Looking For:

Required:

Experience in an Administrative role Excellent organizational skills Strong attention to detail Excellent written and verbal communication Ability to prioritize multiple tasks and deadlines Strong computer and technology skills Ability to learn new software and systems quickly Professional and positive attitude Ability to maintain confidentiality Ability to work independently with minimal supervision Strong follow-through and accountability Ability to recognize problems and bring forward solutions