Ambulatory Services Administrative Assistant Full Time Days

BASIC PURPOSE OF THE JOB

Provides high-level administrative and clerical support to Ambulatory Services Directors and leadership team, ensuring smooth day-to-day operations, timely communication, and accurate record-keeping for all Ambulatory Services service lines.

REPORTS TO

• Director, Primary Care

JOB REQUIREMENTS

Supervisory Responsibilities: NO

Minimum Education: High School/GED required; Associates Degree in business, health administration or related field preferred

Degree

• License/Certification Required: none
• Minimum Work Experience: Two years administrative or office-support experience preferred; health-care environment a plus.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Proficiency in MS Office 365 (Word, Excel, PowerPoint, Outlook).
• Ability to set up and troubleshoot virtual meeting platforms (Teams, Zoom).
• Excellent written and verbal communication skills
• Strong organizational abilities with keen attention to detail
• Ability to handle confidential information in accordance with HIPPA and organizational policy
• Familiarity with ERP/HRIS or purchasing systems (Workday experience a plus).

DUTIES AND RESPONSIBILITIES

• Administrative support, including managing calendars, scheduling meetings, preparing agendas, recording minutes for Ambulatory leadership committees.
• Maintain electronic and hard-copy files for policies, contracts, vendor agreements, and regulatory documentation.
• Process purchase orders, check requests, expense reimbursements; track invoices and budget variances, including grant funded purchases, and hospital-based camps.
• Arrange conference rooms, catering, and AV support (Teams) for Ambulatory Directors.
• Maintain provider database to include expiration dates for licensure, DEA, hospital privileges, board certifications, MOC’s, and CME.
• Maintain intranet home pages, Workday org charts, updated provider rosters
• Order and maintain office supply stock.
• Provide occasional after hours support during accreditation surveys, critical go-lives, camps.
• Maintain and communicate reports including Unlocked Notes, APP co-sign reports, wRVU reporting/tracking, Denial Reports, Monthly financials.
• Coordinate and assist with delivery for off main campus employee appreciation events and organizational needs
• Provide additional program support and perform other related duties as assigned.

PHYSICAL REQUIREMENTS-Note: Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.

• Light lifting, pushing and pulling is required for 10-20 lbs occasionally, and frequent moving of objects of less than 10 lbs is required. Frequent sitting with some walking, standing, squatting, bending and reaching is required. Keyboard/computer use and/or repetitive motions may be required.

Come work where you can make a difference everyday.