Administrative Specialist

Position Title: Administrative Specialist

Reports To: Director of HR and Volunteer Services

FLSA Status: Non-Exempt

Hours: 40 hours per week

Revision Date: April 3, 2025

Position Summary: The Administrative Specialist provides essential administrative support to the President, Chief Operating Officer, Medical Director, and Director of Human Resources. This role is responsible for a range of tasks, including meeting coordination, data management, and reporting to ensure smooth day-to-day operations across departments.

Key responsibilities include managing the staff credentialing process on both an annual and ongoing basis, supporting organizational committees such as Professional Standards, Credentialing, and OSHA, and coordinating OSHA-related reminders and documentation.

The Administrative Specialist plays a critical role in supporting the onboarding process for both staff and volunteers, and serves as the lead administrator for Volgistics, including volunteer timekeeping and reporting. This position is also responsible for maintaining accurate and up-to-date personnel files for all staff and volunteers in compliance with organizational policies and regulatory standards.

This is a highly collaborative role that requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, mission-driven healthcare environment. Reports to the Director of HR and Volunteer Services.

Major Responsibilities:

Meetings

• Attend meetings, take minutes, and deliver minutes to appropriate parties.
• Facilitate IT for meetings, including AV equipment set up/use/breakdown, invitation management for virtual/hybrid meetings, recording of sessions when needed, and distribution of slides and other handouts.

Credentialing

• Assist with coordination of provider chart reviews.
• Complete outstanding paperwork with signatures and other updates as needed.

Volunteer Coordination

• Manage new volunteer interest emails/calls - collect CV/Resumes and direct to appropriate department head.
• Facilitate communication between staff and volunteers (assist with The Pulse newsletter, manage last minute volunteer cancellations).
• Coordinate visits to potential and existing community partners for recruitment and expression of thanks.

Onboarding of new staff

• Manage standardized onboarding for new staff – orientations and trainings.

Patient Events

• Assist in planning and coordination of patient events, such as dedicated vaccine clinics, specific campaigns, and educational activities – this includes patient outreach, advertising, setting up tailored schedules in EMR, and documenting patient participation.

Research and Trainings

• Assist with data collection for quality assessment and improvement projects.
• Assist with data collection for presentations and publications.
• Assist with preparation for and delivery of presentations and publications.
• Turns the monthly report into presentations as needed Example – Quality Data Reporting

Program Development and Population Health

• Coordinate and support new and expanding medical programs, including documentation and tracking.
• Assist with cancer screening metric reports and patient outreach.

Other tasks as assigned

• For example, correspondence and editing of documents.
• Managing the Org Chart.
• Works with the Director of Technology to update documents on the Intranet

Qualifications:

• 5 Years of Administrative Assistance experience or a Bachelor’s degree in a healthcare or a related field preferred
• Computer proficiency, including electronic medical records and databases/spreadsheets.
• Experience with AV equipment and virtual meeting platforms.
• Strong interpersonal and communication skills.
• Strong organizational skills.
• Ability to prioritize and manage multiple tasks.
• Problem-solving and critical thinking skills.
• Ability to work within and between teams.
• Spanish proficiency preferred

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• Bachelor's (Preferred)

Experience:

• Administrative Assistance: 5 years (Preferred)

Language:

• Spanish (Preferred)

Ability to Commute:

• West Chester, PA 19383 (Required)

Work Location: In person