Administrative Operations Specialist (Healthcare)

Description

This is not a typical administrative job. 

If you’re the kind of person who keeps everything moving, notices what’s missing before anyone else does, and makes sure nothing falls through the cracks, this role will feel like a natural fit. 

If you prefer being told what to do, working at a slower pace, or avoiding follow-up—this role will not work. 

What This Role Actually Is 

You are the operational backbone of the practice. 

Once a client commits to working with us, you take over the administrative and logistical execution of the case. That includes coordinating all moving parts—documentation, scheduling, external partners, and internal communication—to ensure everything progresses smoothly and on time. 

Your role is to: 

• Coordinate case logistics (funeral homes, drivers, scheduling with the doctor)  
• Own and maintain CRM tracking from post-consult through case completion  
• Ensure all documentation is complete, accurate, and on time  
• Manage internal workflows and follow-ups across the team  
• Support broader administrative and operational tasks as needed  

You are not just completing tasks.
You are ensuring cases move forward without friction. 

How You Will Be Measured 

This is a performance-driven role with clear expectations: 

• Cases move forward without delays (post-consult ? scheduled ? completed)  
• CRM is fully accurate and up to date at all times  
• No missing documents or administrative errors  
• No dropped tasks—everything is tracked and completed  
• Doctor’s time is protected from avoidable administrative work  

What Success Looks Like 

First 30 Days 

• You understand the full case lifecycle and your role within it  
• You can confidently use our CRM and systems  
• You begin supporting admin workflows without missing details  

By 60 Days 

• You fully own case logistics and coordination  
• You are proactively managing tasks and following up without reminders  
• Administrative workflows are more stable and organized  

By 90 Days 

• You are running operations proactively—not reactively  
• Cases are flowing smoothly with minimal oversight  
• You are effectively “managing up” to ensure nothing stalls  
• The doctor and team rely on you to keep everything on track  

This Role Is NOT For You If: 

• You wait for instructions instead of taking initiative  
• You struggle to stay organized across multiple tasks  
• You avoid follow-up or difficult coordination  
• You are uncomfortable working in time-sensitive environments  
• You prefer low-accountability or slow-paced roles  

Requirements

Required Skills & Experience 

• Experience in healthcare, pathology, or other sensitive (HIPAA-compliant) environments strongly preferred  
• Bachelor's degree required
• Background in administrative operations, coordination, or workflow management required
• Comfortable using CRM systems, document platforms, and scheduling tools  
• Strong verbal communication skills for coordinating across stakeholders  
• Ability to manage multiple workflows simultaneously  

The Ideal Candidate 

You are: 

• Highly organized — you track everything and miss nothing  
• Proactive — you don’t wait, you move work forward  
• Accountable — you take ownership from start to finish  
• Detail-oriented — documentation accuracy matters to you  
• Comfortable managing up — you follow through until tasks are completed  

You understand that execution, follow-through, and consistency are what make operations work. 

About EPIARX 

EPIARX is a modern, growing pathology practice focused on delivering clarity and answers through specialized services, including private autopsy. 

We are: 

• Headquartered in Washington, DC, serving clients across the East Coast  
• A small, high-performing team building structured systems for growth  
• Focused on precision, professionalism, and operational excellence  

We offer:  

• Health, dental, and vision insurance 
• 401(k) and commuter benefits 
• Mental health days + birthday leave   
• “Sunshine Fridays” (early Fridays when targets are met)   
• A collaborative, respectful team environment   

We are actively building a practice where every role has clear ownership and impact. 

Application Requirements:

Please submit a resume and a brief cover letter explaining your interest in this role and your approach to working in a high-accountability, detail-oriented healthcare environment.

We are looking for someone who takes ownership, executes with precision, and keeps operations moving. 

Serious, detail-oriented applicants only.