Administrative Assistant

Description

POSITION SUMMARY

The Administrative Assistant provides high-level administrative, operational, and coordination support across multiple departments, including Clinical, and Medical teams. This role ensures smooth daily operations by managing calendars, supporting onboarding, coordinating events, maintaining organized systems, and facilitating communication across the organization. The Administrative Assistant must demonstrate exceptional confidentiality, organization, and multitasking skills while supporting directors and cross functional teams.

Work Schedule

Monday through Friday from 8:30am-5:00pm with occasional extended hours or shift adjustments

ESSENTIAL JOB DUTIES

• Maintain confidentiality and handle sensitive information with discretion.
• Provide general support to directors, department leaders, and cross functional teams.
• Perform data entry, maintain directories, and ensure accurate information across systems.
• Manage files, forms, and document updates, including replacing outdated versions.
• Support communication between departments and external community partners.
• Prepare flyers, announcements, and updates for organizational events or communications.
• Manage multiple calendars and inboxes, including directors, department leads, and shared departmental schedules.
• Schedule internal and external meetings, interviews, training, and events.
• Create and maintain on call schedules and department schedules.
• Develop staff schedules based on PTO and coverage needs.
• Track attendance for hiring fairs, learners, and other staff related activities.
• Oversee and schedule organizational events such as graduation, all staff, and CPI trainings.
• Coordinate logistics for onboarding, staff introductions, and IT/keys access.
• Compile and manage purchasing lists for multiple teams.
• Schedule and manage interpreters for patients 
• Oversee staff recognition
• Coordinate, schedule and oversee the learners program

ADDITIONAL JOB RESPONSIBILITIES

• Attend staff meetings as scheduled.
• Additional trainings to be completed as assigned in a timely manner.
• Special projects and other duties as assigned.
• Participate in ongoing supervision and consultation.

SUPERVISORY FUNCTIONS

This position does not have supervisory duties.

Requirements

QUALIFICATIONS

EDUCATION AND EXPERIENCE REQUIRED

• High school diploma or equivalent

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Strong organizational and multitasking abilities.
• High level of confidentiality and professionalism.
• Proficiency in Microsoft Outlook, Word, SharePoint, and general office technology.
• Excellent written and verbal communication skills.
• Ability to coordinate complex schedules and track multiple priorities.
• Experience supporting directors or cross functional teams preferred.
• Detail oriented with strong follow-through and tracking ability.

OTHER REQUIREMENTS

• For employees with a history of substance use disorder, Fora Health’s policy requires certification of a minimum of six months of sobriety for this position.
• Ability to pass a pre-employment or for cause drug tests.
• Ability to pass DHS criminal background.
• Position will require some amount of regular connection to work via cell phone to answer questions and respond to internal and external contacts.