[Hiring] Administrative Coordinator / Operations Assistant @Scale Army Careers

Role Description

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Our client is a therapy-based organization that provides evidence-based programs supporting neurodivergent children in developing key life skills. Their approach combines behavioral science with mindfulness and music to help children strengthen communication, self-regulation, and social skills in a safe, structured environment.

The Administrative Coordinator / Operations Assistant will support the smooth coordination of daily operations and communication across the organization. This role will handle phone and text communications, organize documentation, manage reports, and coordinate with families, providers, vendors, and partner organizations.

The ideal candidate is empathetic, patient, highly organized, and detail-oriented, with the ability to communicate compassionately with families who may be navigating stressful or emotionally sensitive situations.

The position will begin at 30 hours per week, with the potential to increase to 40 hours as responsibilities expand.

Location: Fully Remote | 9:00 AM - 5:00 PM EST

Key Responsibilities

• Communication & Family Coordination
  • Make and receive phone calls and text messages to coordinate with families, providers, and vendors.
  • Assist families with completing medical or therapy-related forms and ensure required information is gathered accurately.
  • Provide clear instructions and support to families navigating stressful or emotionally sensitive situations.
  • Contact external organizations to gather or verify information and complete administrative forms.
  • Follow up on documentation, open items, and outstanding requests to ensure timely completion.
  • Maintain clear, professional, and compassionate communication throughout each interaction.
• Organization & Reporting
  • Maintain organized digital files and documentation using Google Drive or similar tools.
  • Write short reports or summaries following calls and meetings.
  • Assist with data entry, form submissions, and record updates.
  • Ensure documentation and information remain accurate, organized, and accessible.
• Scheduling & Operational Support
  • Support the scheduling and coordination of sessions, meetings, and events.
  • Keep internal systems and records up to date and easily accessible for the team.
  • Coordinate administrative activities across families, providers, vendors, and external organizations.
  • Proactively identify opportunities to improve organization and operational efficiency.

Qualifications

• 2+ years of experience in administrative, coordination, or operational support roles.
• Experience in healthcare, therapy, or education is a plus.
• Experience managing frequent phone communication with families and external partners.
• No formal certification is required.
• Experience handling sensitive information and supporting administrative processes with discretion and care.

Requirements

• Excellent organization and time management skills.
• Proficiency with Google Workspace.
• Strong attention to detail when handling documentation, forms, records, and data entry.
• Ability to manage frequent phone and text communication.
• Ability to provide clear instructions and support to families.
• Ability to maintain accurate and organized digital records.
• Ability to handle confidential information appropriately.
• Strong follow-through and ability to keep open items moving toward completion.
• Calm, patient, and empathetic approach when supporting families.
• Reliable and proactive when managing administrative responsibilities.

What Success Looks Like

• Families and providers receive clear and compassionate communication.
• Administrative processes and documentation are coordinated smoothly.
• Forms, calls, and follow-ups are handled accurately and on time.
• Digital files, records, and internal systems remain organized and accessible.
• Scheduling and coordination activities are completed reliably.
• Strong relationships are built with families and internal staff through trust, empathy, and consistent support.

Opportunity

The Administrative Coordinator / Operations Assistant will have the opportunity to join a purpose-driven organization supporting neurodivergent children and their families. The role provides an opportunity to contribute to a compassionate, family-centered team by helping families access care and support through organized, empathetic, and reliable administrative coordination.

Application Process

To be considered for this role these steps need to be followed:

• Fill in the application form
• Record a video showcasing your skill sets