Virtual Assistant

(HCTI) is seeking a reliable, detail-oriented Virtual Administrative & Accounting Assistant to support daily operations in a fast-paced healthcare education environment. This role is critical to keeping enrollment, billing, documentation, and communications running smoothly.

The ideal candidate is highly organized, tech-savvy, and comfortable working inside a CRM while handling administrative, accounting, and follow-up tasks with accuracy and professionalism.

Key Responsibilities
Administrative & Enrollment Support

Complete and track enrollment application tasks not handled by automation

Order and monitor background checks, abuse/misconduct reports, and compliance documents

Verify student documentation (ID, Social Security card, TB results, etc.)

Organize and maintain accurate digital student files

Assign correct cohort, payer, and enrollment status tags in the CRM

Upload signed documents and ensure all required forms are completed

Billing & Accounting Support

Enter and reconcile billing data for student accounts

Set up invoices and payment plans within the CRM

Make collection and follow-up calls for pass-through or outstanding accounts

Track payments and flag issues for leadership review

Input weekly payroll data for employees and contractors

Communication & Customer Service

Return missed calls logged in the CRM

Answer phones and respond to emails/text messages professionally

Communicate with students regarding enrollment status, missing items, and next steps

Maintain confidentiality and professionalism at all times

Operational Support

Gather, organize, and upload digital attendance sheets

Assist with document copy ordering and supply ordering

Support event preparation (job fairs, graduations, orientations) as needed

Assist with basic content creation and social media posting when requested

Required Qualifications

Proven experience as a Virtual Assistant, Administrative Assistant, or Accounting Assistant

Strong attention to detail and ability to follow systems and processes

Comfortable working with CRMs and cloud-based tools

Excellent written and verbal communication skills

Ability to manage multiple tasks and meet deadlines independently

Preferred (Not Required)

Experience supporting healthcare, education, or training organizations

Familiarity with GoHighLevel (GHL), Stripe, Google Workspace, or similar tools

Prior experience with billing, invoicing, or collections

Work Expectations

Full-time role with an initial trial period

Must be responsive during assigned working hours

Reliable internet connection and secure workspace required