Administrative Support Specialist

Position Overview:
The Administrative Support Specialist provides high-level administrative assistance to the Medical Practice Administrator, ensuring the efficient and organized management of daily operations. This role is critical in supporting the administrative leadership of the practice by coordinating tasks, assisting with daily operations and managing projects, and handling confidential information and HR related tasks.

Key Responsibilities:

• Administrative Support:
• Assist administration with scheduling and coordinating appointments and meetings.
• Draft, proofread, and distribute correspondence, reports, and presentations.
• Organize and maintain files, records, and confidential documents.
• Operations Coordination:
• Assist with project management, tracking deadlines, and following up on deliverables.
• Coordinate internal and external communication, including with physicians, staff, vendors, and patients as needed.
• Support the preparation and distribution of meeting agendas, minutes, and action items.
• Financial Support:
• Assist with vendor contracts and agreements, invoice review and approval, and vendor relationship management.
• Assist in preparing financial summaries and practice performance reports and analysis.
• Monitor and assess practice resource and staffing utilization and performance.
• Human Resources Assistance:
• Help schedule interviews, coordinate onboarding processes, and maintain personnel records.
• Assist in organizing training sessions and tracking employee compliance with certifications or required documents.
• Assist with annual and periodic benefit enrollments and employee communications.
• Practice Management Support:
• Provide assistance in preparing compliance reports and audits (HIPAA, OSHA, etc.).
• Help monitor patient feedback and coordinate initiatives to improve service quality.
• Serve as a point of contact for troubleshooting minor operational issues.

Qualifications:

• Education: High school diploma or equivalent required; associate or bachelor’s degree in business administration, healthcare administration, or related field preferred.
• Experience: 2 years of experience in an administrative support role, preferably within a medical or healthcare setting.
• Skills:
• Excellent organizational and multitasking abilities.
• Strong communication skills (both verbal and written).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with electronic health records (EHR) systems is a plus.

Key Attributes:

• High attention to detail and confidentiality.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong interpersonal skills with a customer-service-oriented mindset.
• Proactive problem-solving and decision-making abilities.

Job Type: Full-time

Benefits:

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

Schedule:

• Monday to Friday

Work Location: In person