Administrative Assistant

Job Summary

The Administrative Assistant provides essential administrative and operational support to ensure the efficient day-to-day functioning of the office. This role serves as a key point of coordination for management, providers, and internal teams, maintaining a high level of organization, professionalism, and confidentiality.

Key Responsibilities

• Provide administrative support to physicians, clinical staff, and leadership
• Manage calendars, schedule meetings, and coordinate appointments
• Answer and route phone calls, respond to emails, and handle general inquiries
• Prepare and distribute informational packets, including but not limited to surgical charts, new hire packs, certified letters, etc.
• Greet and assist patients, vendors, and visitors in a professional manner
• Maintain accurate records, files, and documentation in compliance with healthcare regulations
• Support office operations including supply management, ordering, and inventory tracking
• Aid with patient scheduling, registration, and insurance verification as needed
• Cook up internal communications and assist with special projects
• Ensure compliance with HIPAA and patient privacy standards at all times

Minimum Qualifications

• A high school diploma or equivalent required; an associate degree is preferred
• Knowledge of medical terminology and healthcare workflows is preferred
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with EMR/EHR systems is a plus
• Strong organizational, time management, and multitasking skills
• Excellent written and verbal communication skills
• Ability to handle sensitive information with discretion and professionalism

Benefits

• Medical, dental, and vision insurance
• 401(k) matching
• Company-paid life insurance
• Employee assistance program
• Paid time off

Physical Demands

• Regularly required to sit, talk, hear, and use hands and fingers to operate a computer, telephone, and keyboard
• Prolonged periods of sitting at a desk
• Ability to periodically lift objects or equipment up to 35 lbs
• The ability to observe details at close range (within a few feet of the observer)
• The ability to hear normal conversation levels