Administrative Assistant (Nassau)

Position Summary

The Administrative Assistant provides general administrative and secretarial support to interdisciplinary clinical and medical teams. This position ensures the smooth coordination of departmental operations, assists with scheduling and communication, supports documentation and data management, and performs a range of clerical duties to facilitate the effective functioning of the department.

Essential Functions

Coordinate written and oral communication between providers, clinical teams, and departments.

Maintain schedules for medical and clinical leaders; coordinate meetings including agendas, minutes, room reservations, and meal orders.

Prepare and maintain accurate team calendars and call schedules; communicate changes and conflicts to appropriate staff.

Track provider and staff time off, coding submissions, recertifications, and documentation to ensure timely completion.

Input, verify, and maintain departmental records, logs, and electronic documents across platforms.

Manage data entry, spreadsheets, and clerical reports including census and status logs.

Coordinate travel arrangements, registrations, accommodations, and other logistics for staff and department activities.

Handle incoming correspondence, calls, emails, and notifications; direct inquiries as appropriate.

Maintain office supplies and ensure readiness of office equipment.

Track and process educational reimbursements and payment submissions.

Assist with preparation and distribution of internal communications, correspondence, and documentation.

Perform additional duties as assigned to support departmental operations

Qualifications

Knowledge and Critical Skills

Proficiency in office procedures, medical terminology, and common business software (Microsoft Office Suite).

Strong grammar, spelling, organizational, and written/verbal communication skills.

Ability to prioritize tasks, maintain records, verify data, and manage time-sensitive documentation.

Discretion with confidential material and adherence to HIPAA guidelines.

Customer service orientation with ability to work collaboratively within multidisciplinary teams.

Adaptable, self-directed, and detail-oriented with effective follow-up and problem-solving abilities.

Experience

Minimum of three (3) years of administrative or secretarial experience, including data entry and reporting.

Experience in a healthcare or medical office setting preferred.

Prior use of clinical or information systems is beneficial.

License / Certification

Valid driver’s license (if applicable for department).

No professional certification required.

Education

High school diploma or GED required.

Additional technical or administrative training preferred.

Other Requirements

Reliable transportation may be required for roles supporting field teams or multiple sites.

Minimum typing speed of 55 WPM.

The knowledge, skills and abilities listed above are typically acquired through the levels of education and experience listed. However, any equivalent combination of education and/or experience, which provide an applicant with the listed knowledge, skills, and abilities to perform the essential duties and responsibilities of the job, is acceptable.

This description is intended to describe the general nature and level of work performed by employees assigned to this role. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions required of employees in this position. The organization reserves the right to modify or amend the duties of the position or to require that additional tasks be performed as organizational needs change. This description does not constitute a contract of employment, and employment with the organization is at-will, meaning either the employee or the organization may terminate the relationship at any time, with or without cause or notice.