Administrative Assistant - Medical Group

About the Role

The Administrative Assistant provides direct administrative support to the Associate Vice President (AVP) of Medical Group Operations and performs administrative and clerical work for the medical group, representing the AVP to others.

Responsibilities

• Completes required forms for travel reimbursement, check requests, and submits to accounting.
• Processes invoices and sends to Materials Management.
• Types correspondence, transmits facsimiles, prepares and distributes reports, takes minutes, and handles documents, filing, and copying as requested.
• Receives, prioritizes, and distributes mail.
• Maintains the AVP’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Serves as a liaison between other departments (e.g., Human Resources, Accounting, Materials Management) and external entities.
• Maintains office supplies inventory, orders supplies, and verifies receipt.
• Maintains professional communication with providers and addresses their needs.
• Keeps information confidential to maintain customer confidence and protect operations.
• Maintains National Health Service Corp (NHSC) Site certifications and assists providers with the application process.
• Develops comprehensive provider and staff New Employee Orientation (NEO) and onboarding schedules.
• Ensures databases, directories, staff rosters, and email distribution lists are up to date.
• Assists the AVP and other medical group leaders with data tracking, reporting, and special projects.
• Acts as a liaison with outside organizations, such as after-hours call services and professional associations.
• Facilitates fiscal transactions by maintaining appropriate cash on hand.
• Performs other duties as assigned.

Qualifications

• High school diploma or equivalent required; Associate’s degree in a secretarial or business field preferred.
• Experience in an office setting required.
• Excellent written and oral communication skills, attention to detail, and ability to multitask.
• Proficiency in typing, filing, document production, and spreadsheet creation required.
• Valid Missouri Driver’s License required.

Mental/Physical Requirements

• Considerable mental concentration required to complete variable duties.
• Ability to manage multiple tasks and deadlines with frequent interruptions.
• Standing, sitting, and walking required.
• Light lifting up to 15 lbs. required.

Working Conditions

Typical medical office and hospital setting. Interaction with clinic staff, other departments, vendors, providers, patients, and families.

At Phelps Health, we think we have a better team, benefits, and opportunities for growth than anyone else around, and we invite you to see for yourself! Apply now to join us on our mission in health care.