An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
The Administrative Assistant provides administrative and operational support to the Business Administration Manager and assists with various functions across Cancer and Blood Specialty Clinic. This position supports day-to-day administrative activities, mail management, data organization and reporting, MIPS and quality initiatives, Human Resources, accounting, credentialing, and special projects as assigned. The Administrative Assistant will also utilize technology and artificial intelligence tools to organize information, improve workflows, prepare reports, and support process automation. This position requires strong organization, attention to detail, adaptability, confidentiality, and the ability to effectively manage a variety of assignments and changing priorities.
ESSENTIAL JOB FUNCTIONS
Receive, open, organize, scan, and triage incoming mail and correspondence , routing documents, payments, invoices, notices, and other materials to the appropriate department or individual for timely processing. Provide general administrative support to the Business Administration Manager , including document preparation, data entry, correspondence, spreadsheets, reports, record maintenance, follow-up activities, and special projects. Assist with Human Resources administrative functions including onboarding and offboarding documentation, employee records, recruitment coordination, forms, employee communications, and other HR-related projects as assigned. Provide administrative support for accounting and financial processes as needed , including organizing invoices and supporting documentation, assisting with data entry and tracking, obtaining vendor documentation, and supporting Accounts Payable or other financial workflows as assigned. Assist with provider credentialing and licensing administration as needed , including maintaining records and trackers, collecting required documentation, monitoring renewal information, and assisting with follow-up related to medical licenses, DEA registrations, business licenses, and other provider credentials. Utilize artificial intelligence tools, including Claude AI, to support administrative work and data organization , including summarizing and structuring information, preparing reports, analyzing data, developing templates, and assisting with business and operational projects. Assist with workflow automation and process-improvement initiatives , using AI and other technology to help streamline repetitive tasks, organize information, improve trackers, standardize processes, and increase administrative efficiency. Support MIPS and organizational quality initiatives by assisting with data collection, maintaining trackers, organizing supporting documentation, preparing reports, and following up on outstanding items as directed. Maintain organized electronic and physical records, spreadsheets, trackers, and administrative files and provide cross-functional administrative support to departments throughout CBSC based on changing operational needs and priorities. Perform other duties, administrative assignments, and special projects as needed to support the Business Administration Manager, executive leadership, and the operational needs of Cancer and Blood Specialty Clinic.
QUALIFICATIONS AND EXPERIENCE
High school diploma or equivalent required; associate's or bachelor's degree in Business Administration, Healthcare Administration, Accounting, or a related field preferred. Previous administrative or business office experience preferred; healthcare experience is a plus. Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams. Experience using Claude AI or comparable generative artificial intelligence tools preferred , with the ability and willingness to use AI for data organization, reporting, drafting, research, and workflow improvement. Strong computer skills with the ability to quickly learn new software, systems, and technology. Strong organizational and time-management skills with the ability to prioritize multiple assignments and changing deadlines. Strong attention to detail and accuracy in data entry, documentation, tracking, and recordkeeping. Strong written and verbal communication skills with the ability to communicate professionally with staff, providers, leadership, vendors, and external organizations. Ability to work independently, follow through on assignments, identify outstanding items, and recognize when matters require escalation. Ability to maintain confidentiality and appropriately handle sensitive patient, employee, provider, financial, and organizational information.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS
Work is primarily performed in an administrative office setting with regular use of computers, phones, and multiple digital platforms. Requires frequent electronic communication and coordination with departments and clinic locations. Requires prolonged periods of sitting and computer use, with occasional standing, walking, or movement as needed to complete assigned tasks. Must be able to manage multiple assignments simultaneously and respond appropriately to changing priorities and time-sensitive requests. May occasionally require limited travel to other CBSC locations for meetings, projects, or operational needs. Involves handling confidential and sensitive information with discretion and adherence to organizational policies.
DIRECT REPORTS
The Administrative Assistant does not have direct reports. The position reports directly to the Business Administration Manager and works collaboratively with staff, providers, leadership, and departments throughout Cancer and Blood Specialty Clinic.
Pay:
$21.00 - $30.00 per hour
Benefits:
401(k) Dental insurance Health insurance Paid time off Vision insurance Application Question(s): What administration experience have you had and how many years of administrative experience have you had? Are you comfortable using AI (i.e. ChatGPT, Claude AI, etc.)
