Administrative Assistant

The Orthopedic Clinic; Daytona Beach (FL); On-site; USD 52,000 - 76,000; Full time

Job summary

The Orthopedic Clinic in Daytona Beach, FL seeks an experienced administrative professional to provide comprehensive support to the CEO and leadership team, overseeing calendars, travel, and meeting logistics.

You will prepare letters and reports, manage sensitive information, track KPIs with internal dashboards, and help develop policies and procedures to improve efficiency. A keen eye for detail and strong communication are essential in a fast-paced healthcare environment.

Qualifications

• Associate’s degree in business or healthcare administration required.
• Minimum 5 years of healthcare administrative support experience.
• Typing proficiency 60 wpm with high accuracy.
• Proficiency in Microsoft Office and EHR software.
• Must be able to read, write, and speak English.

Responsibilities

• Provides administrative and operational support to the CEO, governance committees, and leadership team.
• Manages calendars, schedules meetings, travel, and coordinating conferences.
• Prepares meeting agendas, minutes, and distributes documentation.
• Handles correspondence, letters, reports, and executive summaries.
• Maintains policies, procedures, licenses, and payer-related materials.
• Supports basic HR tasks such as onboarding and interviews coordination.

Skills

Executive administrative support

Project management

Calendar management

Meeting coordination

Documentation and reporting

Confidential information handling

Education

Associate’s degree in business administration or healthcare administration

Bachelor’s degree preferred

Tools

Microsoft Office

EHR software (Athena)

CRM systems

Job description

Description

This position will provide comprehensive administrative and operational support services to the CEO, governance committee’s and leadership team. The individual will be accountable for all aspects of project management, business research, key performance indicator analytics, policies and procedure development, and maintenance of pertinent company information.

Requirements

POSITION EXPECTATIONS:

• Provides administrative and operational support to the CEO, governance committee’s and leadership team.
• Maintains appointment calendars by coordinating and scheduling meetings, conferences, work time and travel.
• Handles incoming phone calls, screens, and routers callers appropriately. Routinely checks for voicemails.
• Coordinates meetings with governance committees and business partners, prepares meeting agendas, compiles documentation, sets up room, orders food/beverages, completes and distributes meeting minutes, assigns action items, and follows up accordingly.
• Prepares letters, reports, memos and other documents need by CEO, governance committees and leadership team
• Uses sound judgement and protects sensitive and/or confidential information.
• Produces high-quality, timely work by transcribing, formatting, editing, retrieving, copying, scanning, and sending text/data
• Creates, updates and manages projects, keeps projects on schedule, and ensures deadlines are met.
• Opens, sorts, and distributes incoming mail ,and correspondences.
• Collects, analyzes, and tracks key performance indicators for optimal operational and financial performance.
• Conserves executive's time by reading, researching, and gathering information on business initiatives.
• Prepares executive summaries and reports by collecting, analyzing, and summarizing information.
• Develops and maintains policies and procedures and business manuals.
• Maintains company licenses, memberships, and assists with credentialing with payers and hospitals.
• Keeps track of payer contracts, payer summaries, and fee schedules.
• Procures supplies, maintains inventory, and coordinates facility repairs.
• Provides historical references and pertinent company information by developing a solid filing and retrieval system.
• Assist with basic human resources functions, including employee on-boarding, setting up interviews, candidate tracking, employee file maintenance and coordinating employee events.
• Sustain positive and effective communication with physicians, supervisors, peers, and subordinates.
• Promote good communication to disseminate pertinent organizational/departmental information.
• Welcomes guests and customers by greeting them, in person or on the telephone; answers or directs inquiries.
• Maintains a polished, professional appearance and representation in all written and oral communications.
• Maintains efficient and organized workflow processes, while keeping physical workspace clean and clutter-free.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
• Provides courier services as needed to deliver and pick up legal documents, supplies, or other items, as needed.
• Contributes to team effort by assisting and accomplishing related tasks as needed.
• Cross trains in other departments and assists with coverage, as needed.
• Attends and participates in leadership and organizational meetings.
• Adheres to organizational policies and procedures and maintains compliance with governmental regulations
• Performs and embraces other duties, as assigned by CEO or governing bodies

CULTURAL AND PROFESSIONAL EXPECTATIONS:

• Demonstrates a commitment to producing the highest quality work appropriate to his/her position while utilizing the philosophy of continuous performance improvement
• Provides superior customer service in a professional, polished and friendly manner
• Remains self-motivated to increase level of understanding and knowledge of job, while sharing knowledge and expertise with co-workers
• Creates a team-oriented environment by supporting organizational leaders, fellow employees and other departments by helping out wherever needed with a positive attitude
• Anticipates the needs of the team and makes effective use of downtime.
• Upholds the confidentiality of our patients, associates and proprietary company information
• Listens and answers all questions promptly, completely and pleasantly
• Demonstrates a willingness to suggest, utilize and share best practices and procedures to ensure desired outcomes are achieved and are in alignment with company standards.
• Looks for constructive ways to be part of the solution
• Builds trust and earns respect with team members
• Makes all decisions and takes action with a high level of integrity and ethical expectations
• Maintains professionalism in speech, actions and attire
• Uses the appropriate channels to address concerns
• Demonstrates a strong commitment to arriving to work on time, working scheduled shifts, calling out infrequently and returning from all breaks in a timely manner
• Maintains an efficient and organized workflow process while keeping physical workspace clean and clutter-free
• Maintains company equipment properly and promptly reports any issues
• Maintains a safe work environment, reporting all issues/concerns to a manager and carries out daily work in a safe manner

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Strong understanding of principles and practices of business operations, project management, fiscal/budgetary management, and customer service functions.
• Possess excellent communication, interpersonal, and organizational skills with the ability to build strong relationships and effectively influence diverse groups at all levels within the organization.
• Possess exceptional independent, critical thinking skills and ability to make decisions and solve problems
• Possess a strong desire to serve.
• Skilled in exercising a high degree of initiative, judgment, and discretion.
• Skilled in accurately analyzing situations and taking effective actions to correct and prevent future occurrences.
• Skill in exercising a high degree of integrity and discretion when handling or informed of propriety and/or confidential information.
• Ability to prioritize assignments, meet deadlines and provide continued feedback on status of assignments.
• Ability to complete simultaneous tasks with frequent interruptions while paying close attention to the details.
• Ability to work independently, as well as, in a team setting.
• Ability to work in a fast-paced environment with a variety of personalities and work styles.
• Ability to work well under pressure with tight deadlines and with a sense of urgency.
• Ability to be flexible in schedule and adaptable to constant change and willingness to assist wherever needed.
• Ability to evaluate and make recommendations for continuous improvements

REQUIRED QUALIFICATIONS:

• Associate’s degree with a focus on business related course work and/or at least 5 years of healthcare administrative support experience. Bachelor’s degree preferred.
• Typing proficiency of 60 wpm with 95% accuracy
• Proficiency in the use of Microsoft Office Products, EPM and EHR software applications, preferably Athena
• Must be able to proficiently speak, read and write in English

ADA CONSIDERATIONS

Physical Requirements:

• Requires use of office equipment, such as computers, scanners, fax machines, phones and copiers.
• Requires sitting and computer-related activities for extended periods of time.
• Requires the ability to see, hear, walk, stand, sit, climb, stoop, reach, kneel, crouch, crawl, write and type.
• Lifting and / or carrying of objects weighing up to 10lbs.

Working Conditions

Will spend 95% of his/her time inside a well-lit, air-conditioned environment.