Job Summary

The Administrative Assistant provides administrative support to the Medical Staff Office and Physician/Provider Recruitment Services. This position is responsible for coordinating meetings, maintaining documentation, assisting with provider recruitment logistics, supporting credentialing activities, and ensuring accurate and timely communication with internal stakeholders and external candidates. The role requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced healthcare environment.

Job Responsibilities

Administrative Support

• Support daily functions of Leadership, including but not limited to coordinating schedules, meetings, calendar management, and general office duties
• Prepare, distribute, and maintain meeting agendas, packets, and minutes for medical staff committees and other Department functions.
• Maintain department files, forms, and records, ensuring confidentiality and accuracy.
• Monitor and manage office supply inventory within budget guidelines.
• Submit maintenance requests and assist facility personnel as needed.
• Provide backup support to front office staff and assist with general administrative duties.

Provider Recruitment Support

• Schedule candidate interviews, travel, and on-site visit logistics in coordination with leadership and other departments.
• Assist with candidate communication, document tracking, and follow-up throughout the recruitment process, including preparing job postings and sourcing candidates via recruitment platforms.
• Maintain accurate recruitment databases and reporting tools, tracking recruitment metrics and candidate status.
• Help organize and coordinate provider orientation days, ensuring smooth onboarding.
• Support the development and tracking of standardized onboarding and exit checklists.

Medical Staff Office Support

• Support credentialing processes by assisting with documentation, verification, and checklist tracking.
• Help maintain provider records, including peer review files and contact directories.
• Assist with call schedule coordination, and communication with providers.
• Provide administrative support to the Chief Medical Officer and leadership team, including meeting coordination, minute-taking, and agenda development.

Job Requirements

Education: High School Diploma or Equivalent required, Associate Degree preferred.

Required Experience: 2 – 5 years of job related experience preferred.

Special Skills and Abilities:

Licensure/Certification/Registration:

Physical Requirements: