Operational QA Administrator

About the role

It's fun to work in a company where people truly believe in what they're doing!

We're committed to bringing passion and customer focus to the business.

The Operational QA Administrator helps make sure every clinician is paid correctly and every client is billed accurately. Sitting within our Payroll function, this role reviews assignment, rate, time, and reimbursement data before it reaches payroll and billing, catches errors early, and works with Recruiting, Credentialing, Finance, and Operations to get them resolved.

This role is a great fit for someone who notices when a number looks off and wants to know why. You will own assigned QA queues, audits, and follow-up activities, resolve routine discrepancies using established procedures, and recognize when an issue needs to be escalated. Success requires strong attention to detail, sound judgment, clear communication, and the ability to manage multiple deadlines in a fast-paced staffing environment.

Principal Responsibilities

Operational Workflow Ownership

• Independently manage assigned QA queues, shared inboxes, audits, and recurring payroll review tasks.
• Prioritize daily work based on payroll deadlines, clinician impact, and business urgency.
• Track open items through completion and escalate exceptions or issues outside assigned authority.

Customer Service & Business Partnership

• Provide responsive support to recruiters, clinicians, Payroll, and internal business partners.
• Communicate missing information, required corrections, and expected timelines clearly.
• Build trust through reliability, follow-through, and appropriate urgency.

Systems Administration & Data Integrity

• Review and validate assignment, rate, time, and payroll information in Bullhorn, Workday, timekeeping systems, and other approved platforms.
• Correct routine data discrepancies according to documented procedures.
• Understand how data errors affect downstream payroll, billing, finance, and reporting.

Operational Quality, Compliance & Risk Management

• Complete quality checks to verify accuracy, completeness, and adherence to established procedures.
• Identify incorrect rates, missing approvals, inconsistent data, or other risks before they affect clinician pay or client billing.
• Protect confidential clinician, employee, client, and financial information and maintain audit-ready records.

Documentation & Process Execution

• Follow established SOPs, checklists, and workflow requirements.
• Maintain QA trackers, audit logs, and operational documentation.
• Recommend updates when documentation no longer reflects current processes.

Cross-Functional Coordination

• Follow up with Recruiting, Credentialing, Operations, and Finance to obtain missing information and close out discrepancies.
• Monitor dependencies that could affect payroll accuracy or billing timelines.
• Escalate unresolved barriers that could create pay delays or business risk.

Business Process Excellence

• Identify recurring errors, manual work, and handoff gaps that cause payroll issues.
• Use approved technology, automation, and AI-enabled tools to improve accuracy and efficiency.
• Share feedback from day-to-day reviews to strengthen upstream processes.

Team Collaboration & Development

• Work collaboratively with the Payroll team to maintain coverage during high-volume periods and PTO.
• Participate in cross-training across Payroll and Operations workstreams.
• Apply coaching and feedback to grow toward more complex QA and payroll responsibilities.

Payroll QA & Assignment Review

• Review assignment changes, extensions, cancellations, and reimbursements for correct approvals, dates, rates, and supporting documentation before processing.
• Identify discrepancies that could affect clinician pay or client billing and coordinate timely correction.
• Respond to routine clinician status questions and route specialized payroll, tax, or benefits questions appropriately.

Systems & Workflow Operations

• Validate data moving between Bullhorn, Workday, and timekeeping systems and investigate exceptions, duplicates, or incomplete records.
• Confirm required system steps are complete before payroll and billing processes begin.
• Assist with system testing and documentation updates related to workflow changes.

Audits & Continuous Improvement

• Complete recurring quality reviews, data audits, and documentation checks.
• Analyze error patterns and communicate findings and recommended fixes to Payroll leadership.
• Maintain QA data used for reporting, audits, and performance tracking.

Other Duties as Assigned

• Support special projects, system implementations, audits, and clean-up efforts as business needs evolve.

Education and Certifications

• Required: High School Diploma or GED
• Preferred: Associate's or bachelor's degree in Business, Accounting, Finance, Healthcare Administration, or related field; or equivalent combination of education and experience

Required Experience

• 2 to 4 years of experience in payroll, payroll support, operations, administration, healthcare staffing, or related work.
• Experience reviewing data or documentation for accuracy and catching errors before they become problems.
• Ability to follow documented procedures while resolving routine issues with limited guidance.
• Ability to prioritize multiple time-sensitive requests around firm deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, Google Workspace, or similar tools, including Excel.
• Ability to recognize risk and escalate exceptions appropriately.

Preferred Experience

• Experience in healthcare staffing, travel healthcare, or high-volume payroll environments.
• Experience with Bullhorn, Workday, timekeeping platforms, or comparable systems.
• Experience with payroll audits, pre-payroll validation, reconciliations, or quality reviews.
• Familiarity with travel healthcare pay elements such as stipends, per diems, and reimbursements.
• Exposure to SOP development, process improvement, or AI-enabled productivity tools.

Success Metrics

• Accuracy and timeliness of assigned QA reviews and audits.
• Reduction in payroll and billing errors reaching clinicians and clients.
• Independent resolution of routine discrepancies with appropriate escalation of risks.
• Responsiveness and professionalism with clinicians, recruiters, and internal partners.
• Readiness to take on more complex workflows at the Senior Operations Administrator level.

Location

This is a hybrid role based out of our Frisco office, with 3 days in office each week. We are looking for someone local who enjoys a collaborative environment!

Compensation

The expected base hourly rate for this position starts at $22.50 per hour. The final compensation offered will be determined based on a number of factors, including but not limited to skills, qualifications, experience, and location.

Specific requirements may vary depending on the nature of the position. Applicants should be prepared to discuss their ability to meet these requirements during the interview process. A detailed job description outlining the physical and mental demands of the role will be provided upon request.