Area Administrative Assistant

This role is the “face” of the clinic or hospital, responsible for greeting all patients and guests upon their arrival. The clinic admin maintains a professional environment at all times and handles answering and routing calls, scheduling, registration, and additional administrative tasks based on location and business needs.

Schedule

General hours are typically Monday–Friday, 8:00 AM–4:30 PM, with a 30-minute lunch break.

Ideal Candidate

• Prior administrative experience in healthcare (e.g., Patient Care Representative, Administrative Coordinator, Office Manager, Scheduling Coordinator, Medical Front Office Assistant)
• Time-management and multitasking skills
• Knowledge of patient confidentiality (HIPAA)
• Front desk duties, filing paperwork, and working with computer systems
• Experience scheduling patients, preparing medical records, and verifying admissions paperwork

Responsibilities

• Performs basic administrative functions including preparation of business correspondence, memorandums, informational packages, training materials, and reports
• Assists with scheduling, maintains calendars, and updates daily schedules
• Maintains departmental tracking logs
• Greets visitors and directs them to the appropriate location or person
• Establishes and maintains filing systems and basic databases
• Performs routine general office duties such as filing, copying, and scanning
• Provides clerical support to management staff, including scheduling meetings, routing phone calls, and taking messages
• Records minutes of meetings and distributes resulting documents
• Sorts and distributes mail
• Maintains inventory of office forms and supplies
• Escalates issues to supervisor as needed
• Assists with various projects as assigned by direct supervisor
• Performs other duties as assigned

Requirements

• High school diploma or GED required
• 1–2 years of related experience
• Knowledge of office procedures
• Proficient in Microsoft Office applications
• Good interpersonal and communication skills
• Pleasant telephone manner

Physical Demands and Working Conditions

The physical demands and work environment described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.