Administrative Assistant

About the Job

Location: Men & Family Health Center

On-site Role, Non-Exempt

Full-Time

Position Summary

The Administrative Assistant for Compliance and Risk Management provides high-level administrative and secretarial support to the Chief Operating Officer (COO) and assists with compliance and risk management functions. This role is responsible for managing daily schedules, handling correspondence, coordinating meetings, preparing reports, and ensuring efficient office operations. The position also serves as the primary point of contact for patient complaints and supports the administration of compliance-related policies and procedures.

Essential Functions

Administrative Support

• Maintain the daily schedule for the Chief Operating Officer, including calendar management and appointment coordination.
• Record and track all incoming telephone calls for the COO.
• Manage appointment scheduling systems, making adjustments as needed.
• Establish and maintain organized filing systems for compliance and administrative records.
• Assist in the preparation of required reports, manuals, protocols, and internal directories.
• Monitor usage of office supplies and place orders to maintain inventory.
• Coordinate office equipment maintenance and place repair orders when necessary.
• Compose, proofread, and type routine correspondence on behalf of the COO.
• Arrange meetings, including room scheduling, setup, and logistical support.
• Ensure timely and accurate bi-weekly payroll submissions to the Central Office.
• Oversee the efficient operation of the time clock and ensure an adequate supply of prepared timecards.
• Maintain and update the Employee Bulletin Board for the Men and Family Health Center.

Compliance and Risk Management Support

• Serve as the first point of contact for all patient complaints.
• Maintain accurate records of all patient complaints and track resolutions in accordance with Park West Health Systems Policy No. 48: Patient Complaint and Grievance Policy.
• Support the COO in compliance-related projects, initiatives, and policy updates.
• Assist with compliance reporting and documentation requirements.

Qualifications

Education

• High school diploma or equivalent (some college or business school training preferred).

Training and Experience

• Minimum of 2 years of administrative or office support experience, preferably in a healthcare environment.
• Proficiency in Microsoft Office Suite, desktop publishing, and database management.
• Typing speed of 50-60 words per minute.
• Strong organizational skills and the ability to manage multiple priorities with minimal supervision.
• Excellent verbal and written communication skills.

Skills

• Ability to work independently and collaboratively in a fast-paced environment.
• Strong attention to detail and accuracy in administrative tasks.
• Excellent interpersonal and customer service skills.
• Familiarity with healthcare compliance, risk management, or administrative protocols preferred.

Working Conditions and Physical Requirements

Lift and carry 0-50 lbs up to 50% percent of the time.

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About the Company

Federally-qualified, community-based health centers (FQHC) serve at the core of the nation's health care system, providing health care services and delivering high-quality, cost-effective, and accessible primary and preventative care to all individuals regardless of their ability to pay.A proven and effective model, Park West Health System has been providing holistic healthcare and dental services for more than 45 years through its physicians, nurse practitioners, physician assistants, care coordinators, and certified nurse midwives. Park West, a not-for-profit FTCA-deemed health center, also provides treatment to the whole patient, organizing care and managing chronic diseases through its network of social workers and community health providers.