Job Description
Job Description
I. BASIC FUNCTION :
Provides essential comprehensive administrative support to senior executives or teams, ensuring smooth office operations and effective communication within the organization. Assists with handling variety of tasks, such as managing schedules, preparing reports, handling correspondence, coordinating meetings, and acting as a liaison between leadership, staff, departments and external stakeholders while supporting the overall operations of the organization.
All employees of FCHC must ensure service standards are delivered, including :
FCHC Core
- Demonstrates a commitment to FCHC mission and vision.
- Demonstrates a positive attitude towards patients, employees, role, and the health center.
- Demonstrates FCHC core values (accountability, courtesy, excellence, flexibility, integrity, respect).
Customer Service and Professionalism
Smiles and makes appropriate contact, greets individuals upon entry into building and space.Is customer service oriented to both internal (colleagues) and external (patients, clients, vendors, etc.)customers. Treats patients, customers and colleagues with dignity and respect.
Provides timely response to requests, tasks, and inquiries. Demonstrates good service turnaround.Demonstrates good communication skills and communicates in a tactful manner.Exhibits conflict resolution skills in order to foster effective working relationships and embraces a teamapproach.
Adheres to FCHC’s dress code policies. Employee appearance and grooming appropriate.Show(s)
Consistently shows commitment to position and team performance (i.e., attendance and punctuality).Consideration and acceptance of cultural differences of others; works well with individuals of diversebackgrounds, supporting a culture of justice, equity, diversity, and inclusion.
Participates in training and professional development and completes required trainings in a timely manner.Safety
Adheres to and promotes a culture of safety and cleanliness.Adheres to HIPPA / Confidentiality standards.Respectful of FCHC property, properly and safely uses Health Center Equipment.II. INTRADEPARTMENTAL RELATIONSHIPS :
Department Officer : Chief Executive Officer
Reports to : Chief Operations Officer and Chief Medical Officer
Works closely with : Senior Executives, Senior Administrative Assistant, Management Teams and Providers
Supervises : None
ADMINISTRATIVE ASSISTANT
III. PRIMARY RESPONSIBILITIES :
Executive Support :Acts primarily as an administrative assistant to the Chief Operations Officer (COO) and Chief Medical Officer (CMO) for managing programs and processes related to clinical and administrative functions. Supports other senior executives or teams within the organization as requested.Manages and coordinates COO and CMO calendars, including scheduling meetings, appointments, and travel arrangements.Provides administrative support through email management, calendars, SharePoint and Teams management. Prepares and edits correspondence, reports, announcements, contracts, medical forms, presentations, spreadsheets and other documents. Screens, prioritizes and routes incoming communications, including emails, phone calls, mail and documents to the appropriate individuals or departments.Assists with coordination, preparation and submission of new and existing grants (i.e., HRSA 330 Application, FTCA, Title X) in collaboration with senior executives and teams through appropriate platforms.Supports the facilitation of FCHC’s Quality Improvement Committee by coordinating meeting invites, agenda, etc.Assists with maintenance of corporate documents and governance records such as agendas / minutes, company policies, state and local annual registrations, business licenses, entity registrations, and provider contracts.Types and formats medical protocols, procedures, team reports, projects and memorandums.Maintains, updates and organizes various documents, files or records, including attendance records, office hours, and location lists.proficiency in :Epic or similar electronic health record (EHR) system
Microsoft Outlook , Word, Excel, PowerPoint
Adobe (PDF editing, form creation, document formatting)
2. Office Coordination :
Assists with ordering office supplies, equipment and maintenance needs.Assists with creation and distribution of monthly on-call schedules, coordinating with hospital ER answering services. Proactively identifies and reports issues related to on-call schedules and after-hours services.Assists with the coordination of logistics for meetings, conferences, and events, including booking venues / meeting rooms, preparing material, and ensuring all necessary resources are available. Ensures meeting rooms are adequately prepared for site meetings.Assists with coordination of the scheduling of the community meeting room, administrative conference room and staff conference room. Ensures meeting rooms are adequately prepared for site meetings.Assists with coordination of trainings such as all staff meetings, CPR training and additional trainings as requested by department leaders.Handles confidential information with discretion and professionalism.Project Management :Assists with or leads specific projects as directed by senior management or teams.Tracks deadlines, deliverables, and project progress, ensuring timely completion.Collaborates with cross-functional teams to ensure project goals are met.Communication and Liaison :Assists the primary point of contact for internal and external stakeholders.Liaises with other departments, clients, and vendors to facilitate communication and coordinate activities.Prepares and distributes meeting agendas, takes minutes, and follows up on action items.ADMINISTRATIVE ASSISTANT
Financial and Budgeting Support :Assists finance staff with Accounts Payable by receiving requisitions, preparing purchase orders, tracking packing slips, and organizing invoices, packing slips and requisitions for A / P entries.Handles expense reports and reimbursement requests for senior executives or teams.Receives requisitions, prepares purchase orders & sends purchases orders to vendors.Team and Office Support :Provides guidance and mentorship to junior administrative staff as needed.Supports the smooth functioning of daily office operations by helping with general administrative duties.Manages and coordinates onboarding for junior administrative staff, including training sessions and orientation.IV. PERIODIC DUTIES :
Attends continuing education opportunities as appropriate.Provides back up coverage to the Senior Administrative Assistant.Performs other duties as assigned.V. WORKING RELATIONSHIPS :
Inside Health Center : All inclusive.
Outside Health Center : Patients, health care professionals, and other community health agencies. Federal and State Funding and Regulatory Agencies, news media, clients, business organizations, and community health centers.
ADMINISTRATIVE ASSISTANT
VI. QUALIFICATIONS :
High school diploma or GED Certificate required, Associate Degree or Bachelor’s Degree in health care, business or related field preferred.Minimum of one (1) year of administrative experience in a high paced, high-volume industry required.Strong organizational, multitasking, and time-management skills required.Excellent written and verbal communication skills required.Must be proficient in using Microsoft Office Suite (Work, Excel, PowerPoint, Outlook).Ability to handle confidential information with discretion required.Strong attention to detail and problem-solving skills a must.Must be flexible and able to respond to rapidly changing work environment, including new skill development.Must have good customer service skills.