Medical and Nursing Administrative Assistant

Charles River Recovery; Weston (MA); On-site; USD 24,000 - 26,000; Full time

Job summary

Charles River Recovery in Weston, MA is seeking a Medical and Nursing Administrative Assistant to provide administrative and clerical support to the Nursing and Medical Departments. The role coordinates orientation, interviews, staff tracking, and documentation to maintain regulatory compliance and smooth daily operations.

The position requires strong organizational and time management skills, confidentiality with HIPAA, and proficiency with Microsoft Office, EMR, and HRIS systems.

Qualifications

• High school diploma or equivalent required.
• Associate/Bachelors degree in Health Administration, Business, or related field preferred.
• Administrative experience, preferably in healthcare or nursing setting.
• Experience supporting HR, nursing leadership, or clinical operations strongly preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and experience using EMR, HRIS systems.

Responsibilities

• Follow up with new hires for orientation dates and onboarding processes.
• Assist with clinics such as flu vaccine clinics and preparing forms.
• Set up interviews based on nursing leaders' calendars.
• Per diem tracking of shifts and overtime and follow-up as needed.
• Track annual competencies, staff education quizzes, and license/CPR expiration dates.
• Take minutes for nursing and medical meetings.
• Distribute and track submission of compliance or education forms from HR.
• Track call outs, attendance issues, and tardies; notify supervisors of occurrences.
• Scan in paperwork such as PAFs, invoices, and new schedules.

Skills

MS Office

EMR

HRIS systems

Communication

Education

High school diploma or equivalent

Associate/Bachelor's in Health Admin/Business

Tools

EMR

HRIS

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Medical and Nursing Administrative Assistant

Full Time Clerical Weston, MA, US

3 days ago Requisition ID: 1347

Salary Range: $24.00 To $26.00 Annually

Position Overview:

The Medical/Nursing Administrative Assistant provides administrative and clerical support to the Nursing and Medical Departments. This position plays a key role in ensuring smooth daily operations, efficient communication between clinical staff and Human Resources, and timely completion of compliance and scheduling processes. The Assistant supports nursing leadership with coordination of orientation, interviews, staff tracking, meeting preparation, and documentation, maintaining accurate and organized records that contribute to overall departmental efficiency and regulatory compliance.

Position Requirements/Qualifications:

Education:

High school diploma or equivalent required.

Associate/Bachelors degree in Health Administration, Business, or a related field preferred.

Experience:

Administrative experience, preferably in a healthcare or nursing setting.

Experience supporting HR, nursing leadership, or clinical operations strongly preferred.

Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and experience using EMR, HRIS systems.

Licensure/Certification: None

Knowledge and Training Required at Time of Hire:

Strong organizational and time management skills with attention to detail.

Excellent verbal and written communication skills.

Ability to maintain confidentiality and handle sensitive information in accordance with HIPAA and organizational policies.

Ability to work collaboratively with nursing staff, physicians, and HR personnel

Specific Responsibilities:

• Follow up with new hires for orientation dates, communicate with HR for access and onboarding, badges, med pin access follow up
• Assist with clinics such as the flu vaccine clinic and prepping forms, tracking compliance etc.
• Setup interviews based on nursing leaders calendars
• Per diem tracking of shifts and overtime, f/u if per diems need shifts for the month
• Tracking and filing annual competencies, all staff education quizzes, and license/CPR expiration dates
• Taking minutes for nursing and medical meetings
• Distributing and tracking submission of any compliance or education forms from HR
• Tracking call outs, attendance issues, tardies, alerting charge/supervisor/don of occurrences
• Scan in any paperwork needed; PAF’s, invoices for deliveries, new schedules (AOC, Nursing leadership, dietary menus)