Administrative Coordinator

The Family Doctors is seeking an experienced, highly organized Administrative Assistant to support the business and administrative practice operations of our busy, privately owned medical practice.

This is a key administrative position with responsibilities spanning accounts payable, employee onboarding and benefits administration, office operations, administrative systems support, staffing coordination, and special projects.

The ideal candidate is dependable, detail-oriented, comfortable managing multiple priorities, and able to work independently while recognizing when an issue needs to be escalated.

Key Responsibilities

Accounts Payable & Receivables

• Manage the routine accounts payable process for the practice to include: Collect and organize invoices and prepare scheduled payable cycles. Maintain accurate accounts payable records and supporting documentation.
• Record daily deposits in QuickBooks
• Make bank deposits as needed

Employee Onboarding, Benefits & Retirement Plan Administration

• Coordinate the onboarding process for newly hired employees
• Enter and maintain employee information in payroll, benefits, retirement, and HR systems
• Track employee benefit eligibility and coordinate enrollment in medical, dental, vision, life, disability, retirement, and other applicable benefit programs
• Process benefit changes, terminations, and employee waivers
• Maintain benefit-related payroll deduction information and communicate necessary changes for payroll
• Administer routine aspects of the practice's 401(k) plan

Office & Facility Operations

• Order and maintain appropriate levels of general office and breakroom supplies
• Monitor printer, copier, and fax supplies and order consumables as needed
• Submit and coordinate equipment repair and service requests with appropriate vendors
• Assist with routine facility and operational needs
• Communicate with vendors and service providers and follow open requests through completion

Administrative Systems Support

• Provide routine patient portal assistance and troubleshooting
• Assist employees with account lockouts and password resets
• Troubleshoot routine administrative technology issues
• Identify issues requiring higher-level technical support and appropriately escalate them to the Practice Administrator, IT provider, or applicable vendor

Nursing PTO & Coverage Coordination

• Maintain the nursing PTO and coverage calendar
• Review routine nursing PTO requests against established staffing and coverage guidelines
• Coordinate available float coverage and identify potential staffing conflicts
• Communicate PTO approvals, denials, and coverage arrangements to affected staff
• Assist the Practice Administrator with resolving more complex staffing and coverage issues

Administrative & HR Support

• Assist with portions of the practice's recruitment and hiring process
• Assist with new-hire administrative requirements and documentation
• Maintain organized employee and administrative records
• Participate in employee counseling, disciplinary, or performance meetings when requested for administrative support or witness purposes
• Maintain related documentation as directed
• Handle confidential employee, payroll, financial, and practice information with appropriate discretion

Administrative Support & Special Projects

• Assist the Practice Administrator with administrative projects and practice initiatives
• Coordinate routine meeting logistics, including ordering meals or refreshments for board, staff, and other practice meetings
• Communicate with employees, physicians, vendors, and outside organizations as needed
• Perform other administrative and operational duties appropriate to the position

Qualifications

Preferred experience includes:

• Medical practice, healthcare, or other professional office administration experience
• Accounts payable, bookkeeping, or QuickBooks
• Payroll, HR, employee onboarding, and benefits administration
• Administrative coordination in an environment requiring management of multiple deadlines and responsibilities
• Experience working with multiple software applications and web-based administrative systems

Healthcare experience is strongly preferred, but candidates with substantial administrative experience in another professional environment may also be considered.

What We're Looking For

The successful candidate will have:

• Exceptional organizational and deadline-management skills
• Strong attention to detail and accuracy
• Ability to independently manage recurring responsibilities and follow through to completion
• Ability to prioritize multiple responsibilities in a busy medical-practice environment
• Strong written and verbal communication skills
• Excellent judgment and discretion when handling confidential employee, payroll, financial, and practice information
• Professional communication skills when working with physicians, employees, vendors, and outside organizations
• Strong computer proficiency and the ability to learn new systems quickly
• Comfort troubleshooting routine administrative technology issues
• Initiative and the ability to anticipate administrative needs
• Good judgment regarding when to handle an issue independently and when to escalate it

This position is ideal for someone who enjoys keeping the administrative pieces moving, staying several steps ahead of deadlines, solving day-to-day problems, and making sure important tasks don't fall through the cracks. Background check and pre-employment drug screen is required.

Pay: $50,000.00 - $58,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $50,000 - $58,000