Office Admin Assistant

Medicalincs LLC; Silver Spring (MD); On-site; USD 40,000 - 55,000; Full time

Job summary

A renowned healthcare organization is seeking an Office Administrator / Assistant in Silver Spring, MD. This role includes managing office tasks, scheduling, and administrative support for therapists. The ideal candidate should have a Bachelor’s degree, experience as an office assistant, strong communication skills, and proficiency in Microsoft Office. This in-office position demands organizational skills and the ability to multitask. Join our team to help streamline healthcare operations and provide excellent support to our staff and clients.

Qualifications

• Bachelor’s degree preferred, especially in healthcare.
• Proven experience as an Office Assistant or Administrator.
• Excellent verbal and written communication skills required.
• Knowledge of office equipment like copiers and fax machines.
• Organizational and multitasking abilities are essential.

Responsibilities

• Greet visitors and manage incoming calls.
• Handle company online faxing and mailings.
• Create and organize documents and reports.
• Coordinate appointments for a group of therapists.
• Support with payroll activities and IT issues.

Skills

Microsoft Office Suite

Verbal communication

Organizational skills

Problem-solving

Education

Bachelor’s degree in a relevant field

Tools

BambooHR

Basic office equipment

Job description

We are searching for an Office Administrator / Assistant to join our team. The Office Administrator / Assistant will serve as a trusted administrative support including office management, scheduling, and other administrative activities. This position is an in-office position and reports to the Director of Resource Management & Compliance.

Responsibilities

• Greet and screen callers and visitors and direct them to the appropriate person or area.
• Answer and manage general incoming calls to the firm on company phone lines, listening to voicemails and following up as needed.
• Manage company online faxing.
• Handle admin and program-related mailings (scanning, filing, and mailing).
• Handle supplies and delivery of company equipment.
• Work with Resource Director to make company office purchases as needed.
• Create, read, analyze, file, retrieve and organize organizational documents, invoices, and orders.
• Prepare monthly calendars, reports, and invoices.
• Organize, reserve, and oversee conference room assignments.
• Coordinate lunches and dinners with business clients as directed.
• General office upkeep.
• Facilitate employee email, laptop, and access.
• Order employee business cards and employee ID cards.
• Support with offboarding admin tasks.
• Support employees by following up with IT.
• Serve as support on payroll support activities.
• Schedule, confirm, and reschedule appointments for our group of therapists.
• Report scheduling concerns to Program Director and Resource Mgt Director.
• Other duties as assigned.

Requirements

• Bachelor’s degree in a relevant field; preferably healthcare.
• Proven work experience as an Office Assistant or Administrator (with scheduling experience).
• Previous experience in a doctor’s office preferred.
• Knowledge and proficiency in Microsoft Office Suite.
• Excellent verbal and written communication skills; must be a people person.
• Very responsive and good problem-solving abilities.
• Knowledge of basic office equipment such as copiers, fax machines, and printers.
• Organizational skills and the ability to multitask are essential, as are self‑motivation, critical thinking skills, and decision‑making skills.
• Having a working knowledge of Medicalincs HR platform (BambooHR) – preferred.
• Reliable transportation needed; 5 days a week in-person at our Silver Spring, MD office.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with a reasonable notice.

Moderate degree of mental/visual stress involved. Concentrated periods of time spent using PC keyboard and viewing monitor. Will work some weekends, evenings or early hours to accommodate member needs.

About Medicalincs

Medicalincs is a renowned healthcare business & clinical management services firm that supports health organizations to improve organizational performance by providing less expensive, human-centered, integrated, managed care solutions. We have significantly improved health outcomes, cost savings and return on investment for our clients. Medicalincs launched in 2017, and we are located at Silver Spring, Maryland and serve the Maryland, District of Columbia, Virginia, and other States.

Our Mission

At Medicalincs, our mission is to link silos in the healthcare system -- to achieve the most cost-effective, high quality, and continually improved care delivery that preserves & saves lives!

Our Philosophy

To make a difference, you need to be THICKE – Trusted, Hearty, Innovative, Committed, Kaizen & Equitable!