Junior Operations Coordinator - Healthcare

Location: Fairfax, VA, with occasional travel to other practice locations

Schedule: Full-time (40 hours/week), Monday–Friday, 8:00 a.m. to 4:30 p.m.

Pay Range: $24–$26 per hour, based on experience

Position Summary

We are seeking a dependable, organized, detail-oriented, andtechnologically proficient Administrative Assistantwith a minimum of two years of experience in a healthcare setting.

This position provides daily administrative and clerical support to the Practice Administrator and Clinical Supervisor in a busy specialty medical practice. Responsibilities include managing administrative documents, maintaining records, completing tasks through various online systems and hospital portals, assisting with physician credentialing documentation, and providing front desk coverage as needed.

The ideal candidate must have strong computer skills, be comfortable working with multiple software applications, and demonstrate the ability to navigate unfamiliar systems independently.The position requires someone who can quickly become productive with minimal training on general computer applications and office technology.

We are looking for a proactive, reliable, and flexible team player who can manage multiple assignments and follow through on tasks with accuracy and efficiency.

Essential Duties and Responsibilities

Administrative Support

• Provide daily administrative and clerical support to the Practice Administrator and Clinical Supervisor.
• Prepare, organize, and maintain documents, spreadsheets, reports, correspondence, and office records.
• Use Microsoft Excel, Word, Outlook, and other applications regularly to complete administrative assignments.
• Perform accurate data entry, document management, scanning, filing, and electronic record maintenance.
• Track administrative requests, deadlines, outstanding tasks, and follow-up items.
• Assist with meeting coordination, scheduling, and internal communications.
• Respond professionally to emails, phone calls, and inquiries from employees, vendors, hospitals, and other external contacts.
• Assist with ordering supplies and coordinating routine office needs.
• Complete additional administrative assignments and projects as directed.

Computer Systems and Online Portals

• Navigate multiple web-based platforms, hospital portals, and administrative systems efficiently.
• Access hospital credentialing and reappointment portals to assist with applications, documentation uploads, and status tracking.
• Create, update, and maintain spreadsheets, forms, and electronic documents.
• Organize electronic files and retrieve information accurately.
• Learn practice-specific systems and workflows quickly with limited instruction.
• Independently troubleshoot routine computer or portal navigation issues and identify when technical assistance is needed.

Medical Office Support

• Provide front desk coverage as needed, including greeting patients, checking patients in and out, answering phones, and scheduling appointments.
• Assist with patient registration, insurance verification, and updating information in the electronic health record (EHR).
• Help organize patient forms, records, and documentation while maintaining HIPAA compliance.
• Support clinical and administrative staff with routine office operations.

Additional Administrative Responsibilities

• Assist with collecting, organizing, and submitting documentation for hospital credentialing and physician reappointment processes.
• Maintain administrative files, physician records, and related tracking documents.
• Communicate with hospitals, vendors, and outside organizations regarding routine administrative matters.
• Provide backup administrative support to the FMLA team during scheduled absences or PTO, including assisting with patient FMLA paperwork, tracking requests, and…