Healthcare Administrative Assistant

Job Title: Administrative Assistant

Location: Brooklyn, NY 11222

Duration: 8 Weeks

Shift: 9:00 AM – 5:00 PM

Job Summary

The Administrative Coordinator supports departmental operations by performing a wide range of administrative, financial, logistical, and clerical duties. This role ensures smooth workflow, maintains compliance, and assists with communications, scheduling, and reporting.

Duties & Responsibilities

Administrative & Reporting

• Researches, compiles, and organizes information for reports.
• Assembles and categorizes figures for calculations and prepares statistical reports.
• Reviews materials and submissions to ensure accuracy and required approvals.

Budget & Financial Support

• Prepares and monitors budgets and grant allocations.
• Maintains accruals and prepares documents to ensure balanced accounts.
• May assist with grant applications and special project reporting.
• Makes travel arrangements and prepares reimbursements and expense reports.

HR & Payroll Coordination

• Maintains departmental employee files and ensures compliance with regulatory standards.
• Initiates and follows through on HR and payroll transactions.
• Generates weekly payroll submissions and works with HR/Payroll to resolve issues.

Event & Meeting Support

• Assists with planning and logistics for meetings, conferences, seminars, and forums.
• Prepares informational packets, transcribes minutes, and distributes meeting materials.

Operational & Office Support

• Investigates and resolves routine administrative or operational problems.
• Manages supply inventory and restocking; coordinates with Purchasing for best pricing.
• Tracks vendor contract expirations and renews as necessary.
• Screens and prioritizes incoming mail and calls; responds or routes appropriately.

Patient or Scheduling Support (as needed)

• May schedule patient appointments, referrals, and testing.
• Maintains records for patient billing submissions.

Liaison & Communication

• Serves as a liaison with internal departments and external partners to support objectives.
• Supports survey preparation, including JCAHO and other audits.

Other Duties

• Performs additional related tasks as assigned.

Required Skills & Competencies

• 4 years of administrative or business experience.
• Intermediate proficiency in MS Office Suite.
• Strong adaptability and ability to work in changing environments.
• Excellent communication and interpersonal skills.
• Strong organization, attention to detail, and time management.
• Ability to handle stress and maintain performance under pressure.
• Strong decision-making and problem-solving abilities.
• Customer service orientation and ability to build effective work relationships.
• Proactive and collaborative team player.

Education

• Associate degree or equivalent experience required.
• Bachelor’s degree preferred.