Administrative Specialist

Administrative Specialist

The Administrative Specialist is responsible for managing administrative needs for the clinic and supporting all credentialing needs.

Key Job Functions

• Provide administrative support to medical executives, including calendar management, travel arrangements, and report preparation
• Organize and schedule meetings, events, and appointments.
• Handle incoming calls, emails, and other communications, responding appropriately and ensuring clear communication.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Organize and maintain electronic and physical files, ensuring accuracy and confidentiality.
• Prepare reports, presentations, and other documents as needed.
• Process incoming and outgoing mail.

Meeting and Event Coordination

• Plan and execute events, including organizing executive-level meetings.
• Assemble materials for meetings, including agendas and presentations.
• Take minutes of meetings and distribute them as needed.
• Medical Office Support:
• Facilitate communication between patients, visitors, and medical staff.
• Maintain inventory of medical supplies.

Staff Management

• Review and coordinate candidate interviews w/ Management
• Prepare paperwork for hires and terminations
• Conduct orientation of new staff members
• Identify and organize training programs for staff
• Motivate and mentor staff through employee engagement efforts
• Keep staff attendance reports
• Maintain employee personal files.

Accounting

• Manage petty cash
• Bank deposits
• Upload billing correspondence to the RevenueCycle Management team.

Policies and Procedures

• Communicate changes in policies and procedures
• Ensure adherence to policies and procedures by staff members.

Customer Service

• Intercept customer inquiries and complaints for leadership follow-up.

Other Duties

• Verify and evaluate provider credentials to ensure compliance with regulatory agency requirements.
• Manage the credentialing and recredentialing processes of all healthcare providers.
• Ensure all provider credentials remain in compliance with applicable federal and state laws.
• Sort documents and records.
• Answer phones and take messages.
• Schedule appointments for an executive.
• Plan and maintain Provider and Management calendar and recurring tasks, arrange appointments, organize and set agendas and action points for meetings.
• Act as 'follow-up Manager' across the Board and Senior Leadership Team to
• ensure that a wide range of agreed actions are being executed.
• Maintain and upkeep office equipment and furniture
• Organize repairs and upgrades
• Liaise with IT specialists to resolve problems.

Physical Requirements

This position requires a full range of body motion. While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to handle or operate standard office equipment; reach with hands and arms; and lift to 25 pounds.

Work Environment

Work is performed mostly in a clinical office environment.

Equal Employment Opportunity Statement

We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Salary and Benefits

Full-time, non-exempt position. Competitive compensation and benefits package to include a full suite of medical, dental, and vision benefits and paid time off.

The statements contained herein are intended to describe the general nature and level of work performed by the Administrative Specialist, but are not a complete list of the responsibilities, duties, or skills required. Other duties may be assigned as business needs dictate. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential functions.