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Administrative and Operations Coordinator


Kirby Bates Associates, a nationally recognized consulting and executive search firm, is seeking a Vice President (VP) for Executive Search Services. The VP will join a firm dedicated to building leadership teams that advance excellence in healthcare delivery across the industry. The VP will have the honor and opportunity to partner with some of the most prestigious and successful hospitals and healthcare systems in the country.

The KBA team is seeking a highly collaborative and dedicated professional who is able to promote a compendium of leadership solutions that address clients’ strategic, financial, and clinical goals. The incumbent will be expected to be in the forefront of emerging trends and challenges in healthcare and would have the opportunity to serve as an industry expert to leaders at the national and regional level. The VP would enjoy a highly supportive team culture with a strong customer service orientation. 

This is a rare opportunity to join a growing search firm and an energetic, contemporary team that is mission focused and highly collaborative.

The primary responsibilities of the Administrative and Operations Coordinator are to oversee and carry out activities for execution of successful interim engagements.


1. Coordination

  • Full scope of the onboarding process.
  • Full scope of payroll process including database management working with Director of Finance and EVP.

2. Communication

  • Acknowledge and address all interim inquiries or requests and/or forward to appropriate ILS leader for follow up.
  • Maintain positive relationships with Interims and client organizations.
  • Daily onboarding process report to ILS team.

3. Interim Service Model

  • Manages all onboarding requirements to ensure follow through with interim and Human Resources of Client hospital
  • Coordinate through 3rd party vendor start date travel logistics and communicate with VP and EVP.
  • Develop the KBA Confirmation Offer letter that outlines all logistics for new engagement.
  • Interim management throughout engagement focus of ensuring that their needs are being met by client organization relative to travel, housing, expense reimbursement.

4. Implementation of the Comprehensive Interim Service Model. In addition to the requirements of the Customized Interim Service Model:

  • Oversees and assures timely return of all required applications, related forms, and processes for new interims. Schedule all required pre-employment verification and testing.
  • Manages ADP/Concur training for new hire interim employees on use of self-service payroll and human resources portals, expense reimbursement procedures, and timecard submission.
  • Establish a standardized menu of cost-effective options for interim needs and expenses including air travel, car rental, and housing. Collect and maintain cost data for logistics for each client location, including coordination with Director of Finance and Operations regarding payroll, insurance, and compliance costs.
  • Ensure systematic process of securing needs for interims related to each engagement including air, car rental, and housing. Develop and maintain an in-house reference manual with preferred accommodations, pricing, contact information and tracking of price negotiations for corporate accounts.
  • Manager backup for Interim Administrative Manager for Interim Management process when not available.
  • Maintain vendor accounts and support Finance Department in managing and accounting for costs. Ensure that proper advance notice is given to all vendors regarding end of assignment.

Corporate Values and Culture

  • Others First—Others Before Self
  • Wisdom—Do the Wise Thing
  • Growth—Keep Getting Better


  • Associate Degree preferred or comparable with experience in related field, preferably in healthcare.
  • A minimum of three (3) years of demonstrated success in a similar position with a focus on customer service and system development that supports those initiatives.
  • Expert level skill in using multiple software programs, including: Word, Excel, QuickBooks, PowerPoint, and other related programs including specialty databases.
  • Exceptional interpersonal skills with demonstrated abilities to work with clients, employees, and vendors.
  • Exceptional skill in all aspects of communication including verbal, written and the use of multimedia. 6. Strong decision making, critical thinking, and problem-solving skills

EEO Statement

Kirby Bates Associates is an EEO/AA Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, gender identity and expression, national origin, age, disability or protected veteran status. We celebrate diversity and are committed to creating an inclusive environment for all of our associates.