Administrative Assistant

Summary:

The Administrative Assistant provides comprehensive administrative and operational support across multiple departments at Tapestry 360 Health. This role ensures the smooth execution of daily office functions by serving as a central coordination point for shared administrative services. Responsibilities include managing front-office communication, coordinating schedules and training, maintaining organizational policies and manuals, tracking contracts and renewals, and supporting department workflows.

The Administrative Assistant plays a critical role in promoting organizational efficiency, supporting compliance requirements, and maintaining a well-organized, responsive office environment. This position contributes to the effective delivery of services by ensuring administrative processes are consistent, timely, and aligned with the needs of a mission-driven healthcare organization.

Essential Duties and Responsibilities:

Front Office & General Administrative Support

* Serve as a primary point of contact for visitors and incoming calls to the administrative office

* Receive, sort, and distribute mail and packages

* Order office supplies and maintain inventory for administrative departments

* Provide cross-coverage and backup support for other administrative functions as needed

Administrative & Operational Support

* Prepare, proofread, and format correspondence, reports, spreadsheets, and internal communications

* Provide data entry and maintain information within internal systems and shared tracking tools

* Coordinate logistics for meetings, trainings, staff recognition activities, and organizational events

* Manage calendars, schedule meetings, and reserve conference rooms and equipment

* Track administrative deadlines and maintain shared databases, trackers, and workflow tools

Contract & Renewal Tracking

* Track provider contracts, agreements, licenses, certifications, and other time-sensitive documentation

* Maintain renewal calendars and issue reminders to ensure timely completion

* Coordinate with internal departments and external partners to obtain required documentation

Workforce & Provider Coordination

* Prepare, track and distribute provider agreements

* Provide administrative support for staff credentialing efforts

* Track completion of mandatory training, certifications, and license renewals

Policy, Manual & Documentation Management

* Maintain organizational policies and procedures, including version control, approval tracking, and scheduled review cycles

* Support updates to employee handbooks, departmental manuals, and operational policies

* Maintain organized, accessible policy repositories to support regulatory and accreditation compliance

Training, Preceptor & Education Coordination

* Coordinate onboarding, compliance, and internal training schedules across departments

* Support scheduling, onboarding, and coordination of clinical preceptors, students, and trainees

* Maintain training calendars, attendance records, and completion documentation

Compliance & Special Projects

* Provide administrative support for audits, site visits, and accreditation activities

* Assist with special projects and organizational initiatives as assigned

Education & Experience

* Associate's degree in Business Administration, Healthcare Administration, Human Resources, or a related field required;
Bachelor's degree preferred

* Minimum of 3-5 years of administrative or operational support experience, preferably in a healthcare, nonprofit, or multi-department environment

* Experience supporting multiple leaders or departments and managing competing priorities

* Experience with contract tracking, credentialing support, training coordination, or compliance documentation strongly preferred

* Experience in an FQHC, healthcare, or regulated environment preferred

Knowledge, Skills & Abilities

* Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with HRIS or ADP is a plus.

* Excellent organizational, time management, and written/verbal communication skills

* Ability to maintain a high level of confidentiality and professionalism

* Strong attention to detail and ability to handle multiple tasks simultaneously

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