Financial & Administrative Coordinator

Job Description

Job DescriptionVibrant MindsApplied Behavioral Pediatrics891 O’Hare Pkwy Ste 200, Medford OR 97504
Financial & Administrative CoordinatorVibrant Minds — Applied Behavioral Pediatrics | Medford, OregonFull-Time | On-Site | Up to $33.65/hour DOE | Benefits after 90 daysAre you the person who reconciles to the last cent and keeps an office running smoothly — who won’t let an invoice, a payroll error, or a loose end slip through the cracks?We’re a growing multidisciplinary pediatric practice in Medford, and we’re looking for a Financial & Administrative Coordinator to work directly with our Director of Operations. This is the role for someone who takes satisfaction in keeping the business side of a practice accurate, organized, and on time — paying what we owe, making sure every team member is paid correctly, and keeping the office running behind the scenes.This person owns this position. You’ll handle the day-to-day financial administration of the practice — accounts payable and payroll — and provide administrative support to practice leadership, backed by organized records and documented processes that you’ll help build as we grow. What You’ll DoCore Responsibilities• Accounts Payable — enter and manage vendor bills in QuickBooks, reconcile statements, resolve discrepancies, and prepare payments for approval, working closely with our accountant.• Payroll — process biweekly payroll accurately and on time using ADP/QuickBooks, maintain time and PTO records, and enter approved wage and status changes.• Administrative Support — support the Director of Operations and practice leadership with day-to-day office administration, including:– Managing calendars, scheduling meetings, and preparing agendas and notes– Drafting correspondence, forms, and documents– Ordering office supplies and coordinating with vendors– Maintaining employee, vendor, and contract records and tracking logsSupporting Responsibilities• Build and maintain organized electronic filing for financial and administrative records.• Write and update standard operating procedures for our financial and administrative processes.• Support new-hire onboarding and vendor/contract tracking as needed.• Cross-train on front desk to provide backup coverage.• Take on project work as we grow. What We’re Looking For• Hands-on QuickBooks experience.• Two or more years of experience in accounts payable, payroll, bookkeeping, or office administration.• Strong numbers accuracy and reconciliation skills.• Strong organization and the ability to manage multiple priorities and deadlines.• Clear, professional written communication.• Comfort with Microsoft 365 and cloud-based financial and payroll systems, and a willingness to learn new ones.• Discretion with confidential employee, financial, and health information.• Someone who raises problems early rather than hoping they resolve themselves.Especially Helpful• Payroll processing experience with ADP or a similar platform.• Experience in a healthcare or medical office setting.• Familiarity with HIPAA. Why This RoleYou’ll work directly with practice leadership and see how a healthcare organization actually runs its finances and operations — accounts payable, payroll, and office administration. We’re building infrastructure, not just maintaining it, and you’ll have real input into how these systems get designed.We’re a mission-driven practice serving children with neurodevelopmental differences and their families. The financial and operational work you do makes that clinical work possible. Compensation & Benefits• Up to $33.65 per hour depending on experience.• Full-time, on-site, standard business hours.• Health, dental, and vision insurance• Paid vacation and paid sick time• 401k• Professional development and certification support To ApplySend your resume and a brief note about why this role interests you to Johni@VibrantMindsABP.org. Applications reviewed on a rolling basis. Vibrant Minds is an equal opportunity employer. We are committed to a workplace free from discrimination on the basis of any protected status.