Medical Administrative Assistant - Entry level

Job Description: Medical Administrative Assistant

Job Summary: As part of the office and operations team, the Administrative Assistant provides day-to-day administrative and organizational support to the Director of Operations. This role serves in a limited capacity, helping receive, document, and communicate sensitive staff requests while keeping daily office operations organized and running smoothly. Primary objective is to support the Director of Operations and staff with reliable, detail-oriented administrative assistance. This is a great opportunity for someone looking to enter into the medical career, a medical student, or other entry-level candidates!

Position Duties included, but not limited to:

Human Resources & Staff Support

Functions include but are not limited to:

• Receive, document, and track employee PTO/time-off requests
• Route PTO requests to the Director of Operations for timely review and approval
• Maintain accurate, organized, and confidential records of PTO balances, requests, and approvals
• Serve as a point of contact for staff members with scheduling questions or other sensitive requests
• Communicate sensitive staff requests and concerns to the Director of Operations promptly and discreetly
• Assist with onboarding logistics for new staff, including paperwork collection and orientation scheduling

Administrative/Office Support

General:

• Manage correspondence, filing, and organized digital and physical recordkeeping
• Support the Director of Operations with scheduling, meeting coordination, and preparation of internal documents and reports
• Draft, proofread, and distribute internal memos, notices, and announcements
• Maintain office supply inventory and coordinate basic facilities or vendor needs as directed
• Prioritize time including phone calls, messages, and follow-up correspondence
• Support front office and other departments during breaks, lunches, and as needed
• Take appropriate action in emergency situations
• Understand and maintain adherence to HIPAA/OSHA regulations as applicable
• Follow all policies and procedures written for the position
• Perform other related duties, as assigned

Qualified candidates will have the following:

• High school diploma or equivalent required; college coursework or an associate degree preferred but not required
• Prior office, administrative, or customer service experience preferred; entry-level candidates are encouraged to apply
• Experience in a medical or healthcare office setting a plus, but not required
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
• Excellent written and oral communication skills
• Strong organizational skills with keen attention to detail
• Ability to manage multiple tasks, prioritize effectively, and maintain discretion with confidential or sensitive information

Pay: From $15.00 per hour

Expected hours: 20.0 – 30.0 per week

Work Location: In person

Salary : $15