Administrative Assistant

Summary:

The Administrative Assistant provides comprehensive administrative and operational support across multiple departments at Tapestry 360 Health. This role ensures the smooth execution of daily office functions by serving as a central coordination point for shared administrative services. Responsibilities include managing front-office communication, coordinating schedules and training, maintaining organizational policies and manuals, tracking contracts and renewals, and supporting department workflows.

The Administrative Assistant plays a critical role in promoting organizational efficiency, supporting compliance requirements, and maintaining a well-organized, responsive office environment. This position contributes to the effective delivery of services by ensuring administrative processes are consistent, timely, and aligned with the needs of a mission-driven healthcare organization.

Essential Duties and Responsibilities:

Front Office & General Administrative Support

• Serve as a primary point of contact for visitors and incoming calls to the administrative office
• Receive, sort, and distribute mail and packages
• Order office supplies and maintain inventory for administrative departments
• Provide cross-coverage and backup support for other administrative functions as needed

Administrative & Operational Support

• Prepare, proofread, and format correspondence, reports, spreadsheets, and internal communications

• Provide data entry and maintain information within internal systems and shared tracking tools
• Coordinate logistics for meetings, trainings, staff recognition activities, and organizational events
• Manage calendars, schedule meetings, and reserve conference rooms and equipment
• Track administrative deadlines and maintain shared databases, trackers, and workflow tools

Contract & Renewal Tracking

• Track provider contracts, agreements, licenses, certifications, and other time-sensitive documentation
• Maintain renewal calendars and issue reminders to ensure timely completion

• Coordinate with internal departments and external partners to obtain required documentation

Workforce & Provider Coordination

• Prepare, track and distribute provider agreements
• Provide administrative support for staff credentialing efforts
• Track completion of mandatory training, certifications, and license renewals

Policy, Manual & Documentation Management

• Maintain organizational policies and procedures, including version control, approval tracking, and scheduled review cycles
• Support updates to employee handbooks, departmental manuals, and operational policies

• Maintain organized, accessible policy repositories to support regulatory and accreditation compliance

Training, Preceptor & Education Coordination

• Coordinate onboarding, compliance, and internal training schedules across departments
• Support scheduling, onboarding, and coordination of clinical preceptors, students, and trainees

• Maintain training calendars, attendance records, and completion documentation

Compliance & Special Projects

• Provide administrative support for audits, site visits, and accreditation activities
• Assist with special projects and organizational initiatives as assigned

Education & Experience

• Associate's degree in Business Administration, Healthcare Administration, Human Resources, or a related field required; Bachelor's degree preferred
• Minimum of 3-5 years of administrative or operational support experience, preferably in a healthcare, nonprofit, or multi-department environment
• Experience supporting multiple leaders or departments and managing competing priorities
• Experience with contract tracking, credentialing support, training coordination, or compliance documentation strongly preferred
• Experience in an FQHC, healthcare, or regulated environment preferred

Knowledge, Skills & Abilities

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with HRIS or ADP is a plus.
• Excellent organizational, time management, and written/verbal communication skills
• Ability to maintain a high level of confidentiality and professionalism
• Strong attention to detail and ability to handle multiple tasks simultaneously
• Customer service orientation and ability to work collaboratively with diverse teams
• Experience maintaining shared databases, tracking tools, or document management systems
• Strong written and verbal communication skills with the ability to interact professionally with staff, providers, external partners, and leadership
• Demonstrated ability to work independently, prioritize tasks, and follow through with minimal supervision
• Knowledge of healthcare compliance, accreditation, or regulatory requirements preferred
• Strong customer-service orientation and a collaborative, team-focused approach

Work Environment

• This position operates in a professional office environment
• Requires use of standard office equipment, including computers, telephones, printers, and scanners.
• Occasional early morning or evening hours may be required for special events or meetings

Salary and Benefits:

Compensation: The annual salary range for this position is between $45,000 and $55,000.00, based on experience and qualifications.

Benefits: Tapestry 360 Health offers a comprehensive benefits package, including health insurance, dental insurance, retirement savings plans, paid time off.

Tapestry 360 Health reserves the right to revise or change job duties and responsibilities as the need arises. This job description does not constitute a written or implied contract of employment.