Administrative Assistant - Facilities (Temp)

ProHEALTH Medical Management•New York, NY

6d•$30 - $35•Onsite

About The Position

This is a temporary position requiring 37.5 hours per week, with an anticipated duration of 3–6 months beginning in July 2026. The role is fully onsite and is not eligible for a hybrid or remote work arrangement. The New York Proton Center (NYPC) is a unique and respected clinical partnership in proton therapy, collaborating with Memorial Sloan Kettering Cancer Center, Montefiore Medical Center, and Mount Sinai Health System. Our team is comprised of highly motivated, passionate, professional, and engaged individuals working together to deliver exceptional patient care with advanced proton therapy technology. We offer a competitive compensation and benefits package with flexibility for growth and career advancement. The Administrative Assistant performs duties which include management of supply inventory and mail distribution, coordination, and a variety of other duties to assist the Director of Facilities Management. The Administrative Assistant must exercise good judgment in decision making, be willing to take initiative, and possess excellent oral and written communication skills as many tasks will be performed independently.

Requirements

High School graduate or equivalent
Proven work experience as an Administrative Assistant

Nice To Haves

Minimum of 3 years medical office, or clinical environment experience

Responsibilities

Provide general administrative and clerical support including mailing, scanning, faxing and copying to management
Process all incoming mail by scanning to Finance Department
Work with all areas for delivery and mailings with UPS, FedEx and Postal Department
Answer, screen and transfer inbound phone calls
Process employee ID cards
Assist patients with initial paperwork
Schedule and coordinate appointments
Process insurance claims in compliance with law requirements
Use medical software to support all transactions
Prepare and modify documents including correspondence, reports, drafts, memos and emails
Maintain supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
Generate purchase orders for vendor repairs and supply orders
Provide Facilities and Security information to new hires during onboarding
Manage conference room reservations and organize all aspects for meetings
Assist in resolving any administrative problems
Receive patient CDs, send out email and bring to Intake Department
Comply with all New York Proton Center policies related to Privacy Rules established under the Health Information Privacy and Portability Act of 1996 (HIPAA)
Perform other job-related duties, as assigned