Administrative Assistant

The Administrative Assistant plays a crucial role in ensuring the smooth operation of our healthcare and social assistance services. This position is responsible for managing daily administrative tasks that support the overall efficiency of the office. The successful candidate will be instrumental in maintaining organized records, scheduling appointments, and facilitating communication among team members and clients. By effectively managing calendars and travel arrangements, the Administrative Assistant will help optimize the time and resources of our healthcare professionals. Ultimately, this role contributes to enhancing the quality of service provided to our clients and supports the mission of our organization.

Minimum Qualifications:

· High school diploma or equivalent.

· Proven experience in an administrative support role, preferably in a healthcare or social assistance setting.

· Strong organizational skills and attention to detail.

Preferred Qualifications:

· Associate's degree in business administration or a related field.

· Experience with electronic health records (EHR) systems.

· Familiarity with healthcare regulations and compliance.

Responsibilities:

· Manage and maintain calendars for multiple team members, ensuring all appointments and meetings are scheduled efficiently.

· Handle incoming calls on a multi-line phone system, directing inquiries to the appropriate personnel and providing excellent customer service.

· Organize and maintain office records, ensuring that all documents are filed accurately and are easily accessible.

· Coordinate travel arrangements for staff, including booking flights, accommodations, and transportation as needed.

· Assist with general clerical tasks such as data entry, document preparation, and correspondence management.

· Receive and sort incoming mail and deliveries, and manage outgoing mail as well as any postage issues.

· Assist w/planning and coordinating events and employee engagement.

· Assisting with Organizing and maintaining physician files for credentialing (ie. Renewal dates, license and obtaining signatures

Skills:

The required skills for this position, such as general administrative abilities and calendar management, are essential for maintaining an organized and efficient office environment. Daily tasks will involve using multi-line phone systems to manage communications, which requires strong interpersonal skills and the ability to multitask effectively. Records management skills will be utilized to ensure that all documentation is accurate and up-to-date, which is critical in a healthcare setting. Additionally, the ability to arrange travel and manage schedules will directly impact the productivity of healthcare professionals. Preferred skills, such as familiarity with EHR systems, will enhance the candidate's ability to support the team in delivering high-quality care.

Physical Requirements

This position requires a full range of body motion. While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to handle or operate standard office equipment; reach with hands and arms; and lift to 25 pounds.

Work Environment

Work is performed mostly in a clinical office environment.

Equal Employment Opportunity Statement

We provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

The statements herein are intended to describe the general nature and level of work performed by an Admissions Coordinator but are not a complete list of the responsibilities, duties, or skills required.  Other duties may be assigned as business needs dictate.