Administrative Associate III

The administrative associate role provides essential operational, clerical, and coordination support to the Quality, Patient Experience, Regulatory, Infection Prevention, and Organizational Development departments. This position ensures daily operations, supports compliance and documentation activities, assists with data tracking and reporting and facilitates communication across clinical and administrative teams. The ideal candidate is detail-oriented, organized and thrives in a fast-paced environment.

General Administrative Support

• Manage calendars, coordinate meetings, and prepare agendas and minutes
• Provide clerical support including scanning, filing, laminating, data entry and correspondence
• Process invoices, purchase orders and supply requests
• Serve as a communication liaison across departments and maintain professionalism and confidentiality at all times

Quality & Performance Improvement

• Support quality and performance improvement initiatives by organizing files and preparing summaries and reports.
• Assist with committee support including scheduling, agendas and meeting minutes
• Develop draft presentations and quality documents using supplied data and information
• Support with data entry

Patient Experience

• Assist in coordinating patient experience programs, rounding efforts, and follow up activities
• Track patient feedback and maintain documentation for improvement initiatives
• Support recognition programs and patient centered care engagement efforts
• Monitor and restock patient experience resources, such as pamphlets
• Serve as initial point of contact via telephone for patient complaints, as needed

Regulatory & Accreditation

• Maintain documentation, binders and logs needed for accreditation
• Assist with scheduling and preparing materials for survey and regulatory walkthroughs
• Assist with command center for regulatory visits
• Assist with committee support including scheduling, agendas, and meeting minutes

Infection Prevention

• Assist with distribution of signage, alerts and communication resources
• Provide clerical support for infection prevention, data organization and project tracking

Organizational Development

• Coordinate logistics for staff education, training sessions, and competency programs
• Assist with scheduling, registration, room setup and communication of training events
• Maintain training attendance records, evaluations and documentation in learning systems
• Prepare materials such as sign in sheets, presentations, handouts, and digital training content
• Track required regulatory or annual competencies and assist with reminders or data entry

Education & Experience- Required

• High school diploma or GED
• Minimum 2 years administrative experience
• Strong proficiency in Microsoft Office and ability to learn new computer systems utilized by the departments

Education & Experience- Preferred

• AA degree
• Experience in a healthcare setting
• Experience supporting quality, regulatory, patient experience, training and development or infection prevention teams
• Experience with data entry, basic reporting or analytic tools
• Familiarity with electronic medical records and reporting platforms

Knowledge, Skills, & Abilities

• Proficiency in Microsoft Office Suite
• Ability to create polished documents, presentations and spreadsheets
• Strong data entry accuracy and comfort working with logs, trackers, and databases
• Ability to learn and navigate hospital systems and quality management tools
• Basic understanding of healthcare operations, clinical terminology, and patient care workflows
• Awareness of infection prevention basics and common healthcare safety practices
• Knowledge of patient experience principles and regulatory/accreditation expectations
• Highly effective verbal, written and interpersonal skills to interact professionally across disciplines
• Ability to compose clear and concise emails, meeting minutes, and informational summaries
• Customer service mindset with a helpful responsive approach
• Excellent time management skills and ability to manage multiple simultaneous tasks
• Strong attention to detail and accuracy
• Ability to work independently with minimal supervision and maintain follow through on action items
• Ability to anticipate needs, identify gaps, and offer logical solutions
• Collaborative mindset that supports teamwork
• High level of discretion with sensitive or confidential information