Provider Recruitment Associate

Committed to Our Community in the Heart of the Redwoods. Removing Barriers to Healthcare Access

Tomas Arcata AdminThe Associate of Provider Recruitment & Retention provides administrative, operational, onboarding, retention, and customer service support for provider recruitment and retention activities. The Associate serves as a key point of coordination for provider onboarding logistics, provider communications, retention programs, travel and event arrangements, provider records support, reporting assistance, and departmental administrative functions.

This position plays an important role in creating a positive experience for providers throughout their employment lifecycle by supporting onboarding, engagement, retention, communication, and workforce processes. The Associate works under the direction of the Provider Recruitment & Retention Administrator and collaborates closely with the Provider Recruitment & Retention Manager, Human Resources, Compliance & Credentialing, Medical Leadership, Communications, Information Systems, Payroll, Operations, and other internal departments.

Compensation Range:

$28.00-$32.36

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The essential duties and responsibilities are conducted within the context of strong interpersonal, verbal, and written communication, customer service, confidentiality, attention to detail, teamwork, and collaboration.

• Coordinates provider onboarding activities, schedules, communications, travel, lodging, and related logistics.
• Attends onboarding huddles and maintains onboarding records, tracking tools, and program documentation.
• Sends provider new hire, termination, and organizational notifications and assists with maintaining provider communication channels and distribution lists.
• Coordinates provider check-ins, stay interviews, exit interviews, and other retention-related activities and communications.
• Assists with provider mixers, engagement activities, community tours, recognition events, and related logistics.
• Assists with provider agreement processing, personnel action workflow documentation, service obligation tracking, and provider workforce record maintenance.
• Assists in the Workday Provider HR Business Partner role.
• Coordinates Locum Tenens invoice processing, departmental reimbursements, expense tracking, financial documentation, and related administrative functions. Assists with provider incentive programs and reimbursement processes, including tracking, reconciliation, payment coordination, and compliance documentation.
• Tracks provider leaves of absence, return-to-work activities, and related workforce administrative processes.
• Assists with routine provider workforce reporting, document retrieval, data organization, and administrative support requests.
• Maintains provider files, electronic records, Docusign documents, forms, templates, shared drives, and departmental resources.
• Supports departmental expense tracking, reimbursement documentation, travel coordination, and administrative functions.
• Creates and maintains recruitment and retention materials, forms, flyers, presentations, and communications as needed.
• Collaborates with internal departments and external partners to support provider recruitment, onboarding, engagement, and retention initiatives.
• Assists Provider Recruitment & Retention Manager in scheduling meetings. Ensures accuracy, confidentiality, and proper documentation of provider workforce information and organizational records.
• Contributes positively to the efficiency, accessibility, productivity, quality, safety, compassion, and professionalism of the work environment.
• Adheres to Open Door Community Health Centers policies and procedures and performs other duties as assigned by the Provider Recruitment & Retention Administrator or Provider Recruitment & Retention Manager.

QUALIFICATIONS AND EXPECTATIONS:

The successful candidate will demonstrate strong organizational, administrative, customer service, and communication skills with the ability to support multiple projects and priorities simultaneously.

• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint.
• Experience working with electronic document management systems, HRIS systems, Workday, Smartsheet preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments and competing priorities.
• Excellent written, verbal, and interpersonal communication skills.
• Commitment to confidentiality and professional discretion.
• Strong customer service orientation and ability to work collaboratively with diverse stakeholders.
• Ability to work independently while maintaining accountability for assigned responsibilities.
• Reliable transportation and valid California driver's license.

EDUCATION AND EXPERIENCE:

• Associate degree preferred; High School Diploma or GED required.
• Minimum of two (2) years of administrative, customer service, healthcare support, recruitment support, human resources support, or related experience.
• Healthcare, provider services, recruitment, onboarding, workforce administration, or human resources experience preferred.

CERTIFICATES, LICENSES, REGISTRATIONS: None.

SUPERVISORY RESPONSIBILITIES: None.

SUPERVISION AND SUPPORT: The Associate of Provider Recruitment & Retention reports directly to the Provider Recruitment & Retention Manager. The position receives direction and training from the Provider Recruitment & Retention Administrator.

PHYSICAL REQUIREMENTS: This is largely an office-based position. The physical requirements described are representative of those needed to successfully perform the essential duties of the position. Reasonable accommodation will be made to allow otherwise qualified candidates to perform these functions.

• Speaking and hearing is sufficient to communicate effectively in person, virtually, and by telephone.
• Vision is adequate to read documents, computer screens, reports, and forms.
• Ability to use standard office and computer equipment.
• Ability to sit, stand, and work at a computer for extended periods.
• Ability to occasionally lift and carry materials weighing up to 25 pounds.
• Ability to travel between Open Door locations as needed.