Business Administrator (Part-Time, Contract)

About Us: MyLearningDoctor, LLC is an educational consulting firm specializing in academic coaching, curriculum support, and personalized learning services for pre-medical students, medical students, and physicians. Through more than a decade of experience in Medical Education Learning Science, we provide individualized study plans, academic coaching, and standardized test-prep support for MCAT and USMLE Step 1, 2, & 3. We partner with universities and medical schools, non-profit organizations, individual private clients and MedStudy Academy, our self-paced MCAT learning program. Our mission is to help learners excel academically, build confidence, and achieve their professional goals through evidence-based study strategies and high-touch coaching support. Position Overview: We are seeking a highly organized, proactive Business Administrator to provide operational, administrative, and client-support functions across multiple programs. This role is ideal for someone who is detail-oriented, tech-savvy, and comfortable managing recurring tasks. The ideal candidate is reliable, communicates professionally, and can maintain confidentiality while supporting a fast-growing education consulting business. Systems & Tools Required: Candidates must be proficient with: Google Workspace (Docs, Sheets, Drive) Microsoft Outlook Google Chat (communication) Zoom Project/task management tools (e.g., Microsoft Planner) Key Responsibilities: Administrative & Student Support Track student appointments using Zoom reports and update internal spreadsheets across multiple contracts. Manage scheduling support, inquiry responses, and routine communication with students. Monitor and respond to emails across three business inboxes within a 12–24-hour window. Assist with routine correspondence such as scheduling, cancellations, no-shows, billing questions, and onboarding. Billing, Payments & Invoicing Generate invoices for private clients and track payments. Generate monthly invoices for contract clients Manage tutor/consultant timecards and support payroll tracking for contractors. Assist with the organization and setup of payment systems as needed. Grading & Academic Program Support: Grade basic student assignments for completion across various contract programs. Build notification systems for missing assignments. Complete grading tasks for MedStudy Academy participants. Recruitment & Hiring Support Assist with recruitment of peer learning mentors. Prepare and collect onboarding paperwork, including 1099s. Support coordination of a student based Journal Club. MedStudy Academy Support: Use AI tools to help generate or input content into the MedStudy Academy system. Research grant opportunities for student enrollment assistance. Personal & Miscellaneous Support: Assist with select personal admin tasks (e.g., travel planning, gift ordering, meal prep services). Provide support for related ongoing outside projects. Perform other duties as assigned. Qualifications: Prior administrative or virtual assistant experience required Strong communication and customer-service skills Ability to manage sensitive information and maintain confidentiality Excellent organization, attention to detail, and follow-through Ability to work independently and meet deadlines Comfortable learning new digital tools and systems Experience supporting small businesses or coaches is a plus Apply tot his job