Administrative Assistant, Homes

Position Summary:

The Administrative Assistant provides high-level administrative, clerical, and organizational support to departmental leadership within Health Information Management. This role coordinates daily office operations, manages communication channels, maintains sensitive records, and ensures the smooth flow of information across the department. The Administrative Assistant prepares professional correspondence, supports document processing, organizes schedules, and assists with meeting coordination while serving as a primary point of contact for staff, visitors, and internal departments. Working closely with leadership and team members, this position requires strong communication skills, sound judgment, and the ability to handle confidential information with discretion. The role is instrumental in maintaining an efficient, well-organized office environment that supports departmental goals, collaboration, and consistent workflow management.

Key Responsibilities:

• Provide administrative support including preparing correspondence, maintaining records, and managing internal documentation.
• Coordinate scheduling activities, arrange meetings, prepare agendas, and support leaders with calendar management and follow up tasks.
• Greet visitors, respond to inquiries, and direct communication to appropriate staff members while ensuring excellent customer service.
• Maintain filing systems, both electronic and physical, ensuring the accurate organization and retrieval of confidential information.
• Assist with the creation, proofreading, and formatting of reports, presentations, and departmental materials.
• Support daily office operations, including supply ordering, task prioritization, and problem solving to ensure workflow efficiency.

Licenses and Certifications Required:

• None
• CPR certification or valid driver's license may be preferred depending on department assignment.

Educational Requirements:

• None required, but additional coursework or an associate degree in business administration, office technology, or related field desirable.

Experience Requirements:

• Clerical, secretarial, or administrative support experience preferred.
• Experience in healthcare or a medical office setting preferred.
• Prior experience using computerized systems for information storage and retrieval required.

Special Skills or Training Requirements:

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); ability to learn additional software systems as required.
• Strong organizational, problem solving, and time management skills with attention to accuracy and detail.
• Excellent verbal and written communication skills with the ability to interact effectively at all levels of the organization.

Physical Requirements:

The Administrative Assistant must be able to sit or stand for prolonged periods while performing computer based tasks, documentation, and communication duties. The role requires repetitive hand and wrist movement for typing, filing, and handling office equipment. Occasional lifting of office supplies, files, or storage items up to 20 pounds may be required. Clear vision, hearing, and verbal communication are essential for interacting with staff, leadership, and visitors. The position also requires sustained concentration and the ability to shift focus quickly between tasks in a busy administrative setting.

Environmental Requirements:

Work is primarily performed in an office setting within a healthcare organization, involving frequent interaction with staff, visitors, and leadership. The Administrative Assistant must manage multiple competing priorities in an environment that may include interruptions, varying noise levels, and deadlines. Strict adherence to confidentiality standards and organizational policies is required due to exposure to sensitive and protected health information. The role involves working with computers, office equipment, and digital systems on a daily basis, requiring compliance with safety, ergonomic, and informationsecurity practices.