Administrative Assistant

Under the supervision of the Executive Administrator, the Administrative Assistant provides patient-facing and administrative

support that contributes to a welcoming, culturally responsive environment and efficient daily operations. Working in

partnership with the Front Desk Receptionist, this position greets and assists patients, families, and visitors; supports

registration; explains available programs and how to access services; responds to phone and email inquiries; and completes

accurate data entry. The role also coordinates vehicle reservations and transportation schedules, prepares meetings, maintains

records and tracking systems, and assists with supplies, asset tracking, and basic technology needs. The Administrative Assistant

collaborates across departments, responds to changing priorities, and follows through on requests with empathy, discretion,

and clear communication to support patients and staff.

• Provides administrative support to the Executive Administrator and as assigned, the CEO, managers, and departments.
• Confirms priorities and communicates competing requests to the Executive Administrator.
• Maintains administrative tracking systems, shared records, and spreadsheets with accurate, timely information to support organizational needs. Completes filing, data entry, reports, presentations, and correspondence; tracks deadlines, identifies missing information, and follows up with responsible departments.
• Assists with keeping shared folders and electronic files orderly, current, and easy to locate. Follows established folder structures and naming conventions; identifies duplicate, outdated, or misplaced files and coordinates cleanup and archiving according to retention and access procedures.
• Enters facility and maintenance requests into the designated tracking system based on information received from Facilities staff. Maintains accurate request records, updates status as provided, follows up on missing information, and keeps records current and available for departmental oversight.
• Provides consistently friendly, respectful, and compassionate service to patients, families, visitors, and staff. Assists with way finding and connects individuals with the appropriate department or staff member.
• Works with the Front Desk Receptionist as a peer member of the Administration team, sharing responsibility for consistent front office operations and service. Proactively assists the next patient or visitor, answers and routes calls, responds to questions, and assists with registration. Coordinates information sharing, scheduling, handoffs, and coverage, including assigned coverage when the Receptionist is unavailable.
• Uses the electronic health record (EHR) system to enter and maintain accurate patient information, schedule appointments, scan and upload documents, generate reports, create, route, and follow up on tasks within assigned responsibilities.
• Provides and collects patient registration packets and demographic update forms; assists patients in completing required information; accurately enters registration, demographic, and eligibility information into the EHR; and helps patients enroll in available programs or classes following established procedures.
• Maintains vehicle reservation schedules and supports transportation scheduling, rescheduling, and backup dispatch.
• Coordinates across departments and with drivers to confirm availability, track changes, and resolve overlapping requests within established priorities; escalates unresolved conflicts or capacity concerns to the Executive Administrator.
• Serves as the backup driver when other transportation coverage options have been exhausted, helping patients reach appointments or return home. Provides transportation as directed by the Executive Administrator, after completing required training and meeting applicable driving requirements, and follows established safety, documentation, and communication procedures.
• Supports patient access by listening carefully, responding promptly to administrative needs, and routing concerns appropriately. Refers clinical questions and urgent concerns to qualified staff according to established procedures.
• Works cooperatively and equitably with coworkers across all departments. Coordinates shared tasks, schedules, handoffs, and coverage; confirms responsibilities, communicates changes, and provides consistent service across departments.
• Anticipates patient, visitor, employee, and team need and takes appropriate action to support a…