Family Medicine Administrative Assistant

Performs routine administrative support or technical program assistance work. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.

Responsibilities

• Coordinate faculty leave and scheduling activities, including clinical schedules, Outlook calendars, teaching assignments, and administrative responsibilities.
• Identify coverage needs and collaborate with leadership and faculty to ensure clinical, hospital, teaching, contractual, and administrative obligations are appropriately covered.
• Generate, analyze, and validate departmental reports, including patient volume, financial performance, productivity, and operational metrics. Identify discrepancies and present findings to departmental leadership.
• Provide administrative and clinical support for the Department of Family and Community Medicine, including departmental projects, operational initiatives, process improvements, reports, and documentation.
• Develop, coordinate, negotiate, and maintain departmental contracts with internal and external partners in collaboration with the Senior Clinical Department Administrator. Monitor contract requirements and maintain current documentation.
• Coordinate faculty renewals and maintain licensure, certification, membership, and credentialing records. Monitor expiration dates and ensure timely completion of required renewals and documentation.
• Maintain accurate records of faculty benefits, CME, travel, administrative purchases, and administrative time.
• Coordinate conference registrations, travel arrangements, and reimbursement processes, ensuring accurate and timely documentation.
• Coordinate departmental and faculty meetings, including scheduling, room reservations, setup, meals, agendas, materials, minutes, and distribution of meeting documentation.
• Communicate and collaborate with faculty, residents, staff, leadership, administrators, and internal and external partners to facilitate departmental operations and administrative activities.
• Assist the Senior Clinical Department Administrator with special projects, data analysis, reporting, process improvement, and other operational and strategic initiatives.

Requirements

• High school diploma or equivalent.
• Five years of office experience. Additional education may substitute for experience on a year-for-year basis.

Preferred Qualifications

• Bachelor’s degree in Business.
• Experience with organizational time-management and prioritization tasks.
• Experience managing multiple responsibilities and competing deadlines.
• Experience with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Benefits

• Health Plans + Supplemental Coverage Options – Individual health insurance provided at no cost for full-time team members.
• Paid Time Off – Including holidays, vacation, sick leave, and more.
• Retirement Plans.
• Wellness Programs.
• Certified Mother-Friendly Workplace.
• Lifelong learning programs, recognition programs, and health and wellness initiatives.
• Special membership rates at local gyms and golf courses.
• Access to state-of-the-art software and facilities.
• Discounts on travel, technology, entertainment, and more.