Administrative Assistant - LSKCC

Position Summary

We are seeking a dependable, compassionate, and organized Administrative Assistant to serve as the primary front-desk presence at the Lucy Smith King Care Center. This role is the operational and hospitality anchor of the care center, serving as the first point of contact for patients, families, visitors, and volunteers, and an essential support resource for the clinical team.

Essential Job Functions

• Serve as the primary front-desk presence; greet and welcome patients, families, visitors, and volunteers in a warm and professional manner and offer facility tours and general orientation support.
• Answer all incoming phone lines, direct callers, and take messages as appropriate; route calls and communications to the correct care team members.
• Cooky bath schedule, maintain the patient call log (including who took the call, date, time, and other required details), and communicate with patients and families as directed.
• Maintain accurate patient records, including timely setup and scanning of documentation into the EMR system.
• Manage medical supply inventory; place and track orders (including weekly Amazon and Medline orders) and maintain appropriate stock levels.
• Process and route Medline invoices according to established procedures, forwarding to Accounts Payable as directed.
• Manage the Physician On-Call Schedule, coordinating updates with the clinical team as providers take time off or rotate; maintain the schedule on shared platforms.
• Submit the On-Call list and schedule to the Answering Service as needed.
• Cooky maintenance requests through TMS or designated contacts; serve as point of contact for facilities-related needs including bed maintenance, CO2 orders, and Coke/beverage orders.
• Track and follow up on pending clinical dictations; print and place completed transcriptions in the appropriate physician basket for signature.
• Follow up on missing clinical documentation, including H&P/DS, FireNote assigned items, and open encounters.
• Scan and file completed clinical documentation; shred paper records per established retention policy.
• Provide general administrative support including photocopying, scanning, filing, faxing, and supply restocking.
• Cooky volunteer coordinator to support scheduling, documentation, and visitor reception responsibilities.
• Aid in maintaining care center compliance with regulatory and safety standards as directed.
• Complete office closing duties on assigned days.

Other Duties As Assigned

Provides Assistance To: Director of Nursing, Assistant Director of Nursing, clinical staff, volunteers, patients, and families as needed.

Personal Qualifications

• High school diploma or GED required; associate degree or additional education preferred.
• Minimum of one (1) year of experience in an office or administrative support role required.
• Experience in a healthcare, hospice, or long-term care setting strongly preferred.
• Familiarity with EMR systems preferred; willingness to learn required systems is essential.
• Demonstrated competency with Microsoft Word, Excel, and general internet navigation required.
• Ability to operate standard office equipment including copier, fax machine, scanner, and telephone/paging systems.

Physical Qualifications

• Must be able to remain in a stationary position more than 50% of the time.
• Must be able to move about the care center to access files, office equipment, and patient/family areas.
• Must be able to operate standard office equipment on a consistent basis, including computers, copier, fax machine, printer, telephone, and paging system.
• Must be able to communicate effectively with employees, patients, families, and the general public in person and by phone.
• Will occasionally move files and objects up to 10 pounds.

Commitment to Mission

The Administrative Assistant at LSKCC supports the delivery of compassionate, patient-centered care by ensuring the smooth day-to-day operation of the care center. This role is an important part of a values-driven team dedicated to dignity, comfort, and quality of life for patients and families.