Administrative Assistant

Community Hospice & Palliative Care•Jacksonville, FL

21h

About The Position

The Administrative Assistant provides general administrative and secretarial support to interdisciplinary clinical and medical teams. This position ensures the smooth coordination of departmental operations, assists with scheduling and communication, supports documentation and data management, and performs a range of clerical duties to facilitate the effective functioning of the department.

Requirements

Proficiency in office procedures, medical terminology, and common business software (Microsoft Office Suite).
Strong grammar, spelling, organizational, and written/verbal communication skills.
Ability to prioritize tasks, maintain records, verify data, and manage time-sensitive documentation.
Discretion with confidential material and adherence to HIPAA guidelines.
Customer service orientation with ability to work collaboratively within multidisciplinary teams.
Adaptable, self-directed, and detail-oriented with effective follow-up and problem-solving abilities.
Minimum of three (3) years of administrative or secretarial experience, including data entry and reporting.
High school diploma or GED required.
Reliable transportation may be required for roles supporting field teams or multiple sites.
Minimum typing speed of 55 WPM.

Nice To Haves

Experience in a healthcare or medical office setting preferred.
Prior use of clinical or information systems is beneficial.
Additional technical or administrative training preferred.

Responsibilities

Coordinate written and oral communication between providers, clinical teams, and departments.
Maintain schedules for medical and clinical leaders; coordinate meetings including agendas, minutes, room reservations, and meal orders.
Prepare and maintain accurate team calendars and call schedules; communicate changes and conflicts to appropriate staff.
Track provider and staff time off, coding submissions, recertifications, and documentation to ensure timely completion.
Input, verify, and maintain departmental records, logs, and electronic documents across platforms.
Manage data entry, spreadsheets, and clerical reports including census and status logs.
Coordinate travel arrangements, registrations, accommodations, and other logistics for staff and department activities.
Handle incoming correspondence, calls, emails, and notifications; direct inquiries as appropriate.
Maintain office supplies and ensure readiness of office equipment.
Track and process educational reimbursements and payment submissions.
Assist with preparation and distribution of internal communications, correspondence, and documentation.
Perform additional duties as assigned to support departmental operations