Digital Operations & AI Coordinator

Digital Operations & AI Coordinator Microsoft 365 • SharePoint • AI • Executive Support Part-Time (24 hours/week) | Remote | Philippines Preferred About Us We are a progressive psychology practice in California that is actively transforming how technology and artificial intelligence can improve patient care, clinical documentation, and practice operations. This is not a traditional Virtual Assistant position. We are looking for someone who enjoys solving problems, building digital systems, organizing information, and learning new technologies. You will work directly with the practice owner and become an important partner in improving how our practice operates. This is initially a 3-month Upwork project (approximately 24 hours per week). If we are an excellent fit for one another, our intention is to establish a long-term working relationship following the project. Compensation US $10.00-$12.00 per hour, depending on demonstrated experience, technical skills, portfolio, and interview performance. Performance reviews will occur regularly. Outstanding performance may lead to: *5-10% compensation increases approximately every six months during the first two years (based on individual and company performance) *Additional responsibility *Paid professional development and training *Long-term career growth Schedule Approximately 24 hours per week Preferred schedule: *Monday-Friday *3:00 PM - 7:00 PM Pacific Time *Saturday *11:00 AM - 3:00 PM Pacific Time This schedule provides overlap with our clinical practice and leadership team. What You’ll Be Doing Your work will focus on improving our digital practice. Executive Support *Manage and optimize executive calendar *Prepare meetings with supporting documents *Organize digital information *Improve personal productivity systems AI & Clinical Documentation Support *Organize clinical recordings *Coordinate AI-assisted documentation workflows *Manage transcription workflows *Assemble documentation packages *Prepare reports for physician review You will not make clinical decisions or independently author psychological conclusions. Microsoft 365 & Digital Operations Become the practice expert in: -SharePoint -OneDrive -Outlook -Teams -Excel -Microsoft Lists -Microsoft Forms -Canva Pro -Airtable -JotForm Help organize and continually improve our digital workplace. Knowledge Management *Maintain our growing knowledge base by: *Organizing SharePoint *Creating SOPs *Maintaining document libraries *Organizing templates *Improving information architecture *Supporting AI knowledge resources AI Workflow Development Work alongside our IT specialist to improve: *AI-assisted workflows *Prompt libraries *Microsoft Copilot *ChatGPT Enterprise Healthcare workflows *Power Automate processes *Digital productivity systems Psychological Assessment Team (PAT) One unique aspect of this position is supporting our Psychological Assessment Team. Help us create professional psychological evaluation reports that are easier for clients and parents to understand by: *Creating clear graphics *Designing visual explanations *Producing attractive report layouts *Building reusable Canva templates *Creating illustrations that communicate psychological concepts You will not interpret psychological data. You will help communicate the psychologist’s findings in visually engaging and understandable ways. Quality Improvement *Assist with documentation quality audits *Produce management reports *Build dashboards *Improve practice workflows *Recommend better ways of doing things Technology Support Serve as first-line support for staff on routine technology questions before escalating complex issues to our IT specialist. What We’re Looking For We value curiosity and initiative, but this is not an entry-level position. You should already be comfortable learning and using modern digital tools independently. Required Skills -Excellent written and spoken English -Outstanding organizational skills -Strong Microsoft 365 experience -SharePoint experience -Advanced Excel skills -Experience using AI tools such as ChatGPT, Copilot, Claude, or Gemini -Strong attention to detail -Excellent documentation skills -Ability to manage multiple projects simultaneously -Professional communication Strongly Preferred: -Canva Pro -Airtable -JotForm -Power Automate -Microsoft Lists -Project management experience -Process improvement experience -Executive support experience -Healthcare or behavioral health experience Your Workspace You must have: -Professional home office -Reliable high-speed internet -Quiet work environment -Modern Windows computer -Dual monitors -Noise-canceling headset -Reliable backup internet connection is highly desirable Who Will Thrive Here This role is ideal for someone who naturally asks: “How can this process be improved?” You enjoy: *Learning new technology *Organizing complex information *Building systems *Solving problems independently *Improving workflows *Creating beautiful, easy-to-understand documents *Working directly with decision makers If you’re looking for repetitive administrative work, this position probably isn’t the right fit. If you’re excited by technology, AI, organization, continuous improvement, and helping build the future of a professional psychology practice, we’d love to hear from you. To Apply Please include: 1. A brief introduction about yourself. 2. Why this position interests you. 3. Your experience with Microsoft 365 and SharePoint. 4. Your experience using AI tools in your work. 5. Examples of projects you’ve completed that improved workflows or organization. 6. A Canva portfolio or samples of visual work (if available). 7. A brief description of the most complex digital system you’ve helped build or manage. Finally, tell us about one process you’ve improved and how you approached solving the problem. We’re interested in how you think as much as what you know.