Administrative Assistant Senior

Job Summary

This position is responsible for providing high-level administrative support to the executive and management teams. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations and may also lead junior administrative staff.

Essential Functions

• Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.
• Prepare, review, and edit reports, presentations, and other documents.
• Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
• Organize and maintain office files, both electronic and physical.
• Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
• Arrange logistics for internal and external meetings, including room bookings and catering.
• Serve as the primary point of contact between executives and internal/external stakeholders.
• Draft and distribute memos, announcements, and other communications as directed.
• Oversee office supplies inventory, ordering, and distribution.
• Ensure office equipment is properly maintained and serviced.
• Coordinate with IT for technical support and equipment needs.
• Assist in the planning and execution of special projects and events.
• Monitor project timelines and ensure deadlines are met.

Qualifications

• Performs administrative duties to support departmental operations, clinicians, and patient care.
• Serves as an Epic Super User and supports provider scheduling and template management.
• Updates and distributes patient education materials, virtual visit instructions, practice-specific forms, brochures, and new patient packets as needed.
• Exercises independent judgment in managing special projects, prioritizing workload, and resolving operational issues.
• Provides backup support to call center and front desk staff as needed.
• Assists with training and onboarding administrative staff.
• Submits and follows up on engineering and facilities service requests.
• Monitors and manages billing work queues, including identifying and resolving insurance coverage issues before and after claim submission to support accurate and timely claims processing.
• Obtains and links referrals and authorizations and monitors contracted and non-contracted insurance coverage.
• Reviews and works to resolve claim denials and supports special billing-related projects.
• Manages the open encounter process, including monitoring outstanding encounters, following up with clinicians to facilitate timely closure, and escalating unresolved encounters as needed.
• Performs other duties as assigned.

Education

High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred. Can this role accept experience in lieu of a degree? No.

Experience

Experience in an administrative role, preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferred.

Knowledge, Skills and Abilities

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Ability to work independently with minimal supervision.
• Strong attention to detail and problem-solving skills.
• Familiarity with hospital administration processes and healthcare regulations.
• Professional demeanor and ability to interact effectively with all levels of staff.