Administrative Assistant - Part-Time

Administrative Assistant

Valley Medical Group is looking for an Administrative Assistant who reports to the Senior Leadership Team in our Greenfield Health Center. If you are looking for a dynamic environment, this is your opportunity!

Location: Greenfield, MA

Hours: 20 hours, Monday - Friday, Hours may vary depending on department needs. Exact schedule to be discussed at time of interview.

This role supports the Senior Leadership Team and Board Chair by managing the day-to-day administrative duties, meeting management and scheduling, maintaining business and Board of Directors documentation, database and records maintenance.

Job Responsibilities:

Meeting Management and Scheduling

• Maintains daily appointment calendars for the senior leadership team. Schedule and coordinate all meetings, including Board and Shareholder meetings, committee meetings, executive sessions, Town Halls, Leadership Meetings and conferences in a timely and efficient manner
• Monitor and manage meeting room availability and schedule recurring meetings through electronic calendar systems, utilizing technology to automate and facilitate scheduling
• Coordinate all logistics for meetings including booking facilities, arranging av equipment, organizing refreshments/meals, setup, and post-meeting cleanup with appropriate departments and vendors
• Support recognition of retirements and recruiting of new practitioners and on-boarding activities including scheduling interviews and tour

Board Documentation and Records Management

• Maintains comprehensive confidential Board records including: meeting minutes, resolutions, bylaws, policies, Board seats/elections, and official correspondence
• Develop and maintain an organized electronic and physical filing system for all Board/shareholder documents ensuring confidentiality and proper retention according to organizational policies
• Track action items from Board meetings and follow up on pending matters, including Board seats/elections

Electronic Communication and Correspondence

• Manage electronic communications for the senior leadership team including email correspondence, electronic document sharing, and digital collaboration platforms. Monitor and respond to emails on behalf of executives as appropriate, flagging urgent matters and routing messages to appropriate personnel
• Maintain distribution lists and ensure timely dissemination of organizational updates and Board communications through appropriate electronic channels
• Communicate across the organization in support of the Senior Leadership team and Board Chair

Database and Records Maintenance

• Maintain up-to-date and organized electronic filing systems for all administrative records, Board/shareholder documents, contracts, Business Associate Agreements, and master documents
• Build and maintain databases for yearly schedules, contact information, meeting records, and organizational documents
• Ensure all electronic files are properly backed up, secured, and accessible to authorized personnel. Update and maintain meeting schedules, Board seats, Board/shareholder committees, practitioner policies/handbook on organizational platforms and intranet website

Qualifications

• High school diploma or equivalent required, associate's degree preferred
• A minimum of three-five years of professional experience in an administrative support role, in a health care setting preferred

Additional Qualifications

• Extensive knowledge of Microsoft 365 and Zoom
• Strong experience preparing documents, writing reports, developing presentations, organizing materials and responding to correspondence
• Previous experience working in customer service

If you do not meet all of the preferred qualifications, we strongly encourage you to apply and/or inquire. We often have multiple open positions and could consider you for another opportunity with our organization.

Valley Medical Group offers:

• Medical, Dental & Vision Plans
• 401(k) Plan with Company Match
• Health Savings Account & Flexible Spending Account
• Generous Paid Time Off
• 7 Paid Holidays
• Company-Paid Long-Term Disability Insurance
• Company-Paid Life Insurance
• Voluntary Life, Accident and Critical Illness Insurance Options
• Company Wellness Program
• Employee Assistance Program
• Free On-Site Parking

We Value Employee Engagement and Inclusive Practices

Valley Medical Group (VMG) seeks to recruit, develop, and retain the most qualified workforce from a diverse candidate pool. We strive for every VMG staff person and provider to feel valued and be treated fairly, respectfully, and with dignity. We expect our employees to conduct themselves in a professional manner that promotes equal opportunity and prohibits unlawful discriminatory practices, including bias and harassment.

Fostering inclusion and belonging among our employees is critical to our success in providing high-quality patient care rooted in evidence-based practices and health equity. We have several initiatives that prioritize the employee experience, from an annual assessment of employee engagement to staff recognition events, various feedback mechanisms, and committees that promote an inclusive workplace.