Job Title: HR Virtual Assistant
Job Code: VC-LTPT
Position Type:
- Full-Time (40 hours/week)
- Part-time (25–30 hours/week) may be considered during the first 30 days of training/probation.
Work Hours: 9:00 AM – 6:00 PM EST
Work Days: Monday – Friday
- Occasional Saturdays may be required for onboarding, recruitment events, or quarterly HR audits.
Salary: $5–$6 per hour, depending on experience
About Our Client
Our Client is a pediatric therapy practice based in Orlando, FL, providing high-quality Speech Therapy, Occupational Therapy, and ABA services to children. The organization supports families through compassionate care, evidence-based practices, and a dedicated team of professionals. As a fast-growing clinic, Little Tesla values organization, communication, professionalism, and accountability.
Scope of Work / Responsibilities
Daily Virtual Presence Requirements
- Must be logged into the Virtual Operations Room (Zoom or Google Meet) for the full shift with screen shown at all times.
- Join the 15-minute “Start of Day” meeting with Aleema (Office Manager) or Vesna (Owner).
- Stay reachable via Slack/WhatsApp and Google Drive during the entire shift.
- Attend the weekly HR Coordination Meeting with Vesna and Alex (Finance Manager).
Core HR Responsibilities
Recruitment & Onboarding
- Post job ads (SLP, OT, ABA therapists, administrative positions) on Indeed, ZipRecruiter, and university job boards.
- Track all applicants in the recruitment spreadsheet (status, interviews, outcomes).
- Schedule interviews for Vesna, Aleema, or Andjela.
- Send onboarding emails and create new employee folders using Google Drive and HR systems.
- Verify completion of:
- OCPS packets
- Licensure documentation
- CPR certifications
- Background checks
- W-4 and I-9
- Direct deposit forms
- Assist with Medicaid credentialing.
HR Documentation & Compliance
- Maintain digital employee files and ensure credentialing information is accurate and updated.
- Track employee licenses, CEUs, background checks, and insurance credentials.
- Manage attendance, PTO tracking, and weekly hour reports.
- Prepare offer letters, employment agreements, and internal HR forms.
- Support new hire orientation and probation monitoring.
Staff Communication & HR Support
- Send reminders for training sessions, meetings, compliance deadlines, and policy updates.
- Assist with internal communication, including performance KPIs, staff updates, birthdays, and HR newsletters via WhatsApp or internal channels.
Reporting
Submit a weekly HR productivity report every Friday by 3 PM EST, including:
- New hires, pending candidates, terminations
- Credentialing status updates
- Compliance tracker updates (licenses, CPR, background checks, CEUs)
- PTO and attendance summaries
Requirements
Experience Requirements
- Experience in HR, recruiting, or healthcare administration required.
- Previous virtual assistant experience preferred but not required.
- Familiarity with U.S. healthcare documentation (W-4, I-9, HIPAA, licensure) is a plus.
- No medical degree or clinical license is required.
Basic requirements
- Must be proficient in speaking and writing English very clearly
- Must have relevant work experience
- Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
- Must be available for video meetings with your camera on (when needed)
Technical requirements
- Device: Reliable laptop or desktop computer.
- Internet: High-speed connection (minimum 10 Mbps).
- Audio: Noise-canceling headset.
- Video: Webcam for virtual meetings.
- Workspace: Quiet, professional environment
Skills & Software Knowledge
- Google Workspace (Docs, Sheets, Drive, Gmail)
- Canva (for HR flyers and updates)
- Indeed, ZipRecruiter, LinkedIn Recruiter
- Trello or Asana (task management)
- Slack, WhatsApp, GroupMe (team communication)
- Highly organized, detail-oriented, motivated, and able to work independently
Performance Metrics (KPIs)
- Time-to-hire: ≤ 10 business days per position
- Onboarding packet completion: 100% before start date
- Credentialing tracker accuracy: ≥ 98%
- Weekly HR report: Submitted every Friday by 3 PM EST
- Compliance management: Zero expired or missing documents
- Internal response time: < 10 minutes during work hours
Ideal Candidate
Friendly, courteous, and professional
- Strong initiative and ability to self-manage
- Extremely organized with excellent follow-through
- Thrives in a fast-paced pediatric clinic environment
- Committed to accuracy, timeliness, and efficiency
Benefits
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.
