Administrative Assistant

Position Overview
The Administrative Assistant to the Practice Administrator serves as a key operational partner within a high-volume Pain Management practice. This role provides direct administrative and operational support to practice leadership and requires a high level of professionalism, discretion, critical thinking, and initiative.

This position is ideal for an experienced healthcare administrative professional who thrives in a fast-paced environment, demonstrates strong executive decision-making skills, and is capable of maintaining operational continuity in leadership's absence.

Key Responsibilities

• Provide direct administrative and operational support to the Practice Administrator.
• Assist with daily clinic operations, clinic flow, staffing coordination, and issue resolution.
• Independently troubleshoot same-day operational challenges including staffing shortages, schedule changes, and workflow disruptions.
• Support staff onboarding, training initiatives, productivity reporting, and internal communications.
• Track attendance and tardiness patterns and assist with pre-disciplinary documentation as directed.
• Support recruitment efforts including job postings, applicant tracking, preliminary screenings, and interview scheduling.
• Assist with patient experience oversight, including monitoring patient feedback, addressing escalated concerns, and supporting service recovery initiatives.
• Manage administrative functions such as policy and SOP updates, inventory oversight, vendor coordination, provider calendar management, and administrative scheduling.
• Coordinate with IT and vendors to support technology systems and resolve basic technical issues.
• Monitor key operational metrics and prepare weekly reports and meeting documentation.
• Assist with marketing and referral initiatives, including social media posting and coordination with referring offices.
• Support strategic and special projects including workflow improvements, patient intake modernization, staff engagement initiatives, and clinic growth efforts.
• Maintain a strong leadership presence by modeling professionalism, accountability, and effective communication.
• Support a positive workplace culture through staff recognition and morale-building initiatives.

Other duties consistent with the scope of the role may be assigned.

Required Qualifications

• Minimum of 2–3 years of experience in healthcare administration, medical office management, or a similar operational support role.
• Prior experience supporting leadership or management in a medical practice or healthcare setting.
• Strong computer proficiency, including scheduling systems, reporting tools, and Microsoft Office or equivalent software.
• Demonstrated ability to multitask, prioritize competing demands, and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and reliability.
• Proven ability to exercise sound judgment and make independent decisions when leadership is unavailable.

Preferred Qualifications

• Experience in Pain Management, and or multi-provider practices.
• Familiarity with EMR/EHR systems and healthcare workflows.
• Experience with productivity reporting, operational metrics, or quality improvement initiatives.
• Previous involvement in staff training, onboarding, or workflow development.
• Experience coordinating special projects or supporting practice growth initiatives.
• Leadership or supervisory experience (formal or informal).

Education Requirements

• High School Diploma or equivalent required
• Associate's or Bachelor's degree in Healthcare Administration, Business, or related field preferred.

The ideal candidate is a proactive, detail-oriented healthcare administrative professional with a strong work ethic and high level of professionalism. They are adaptable, solutions-focused, and capable of exercising sound judgment while supporting practice leadership in a fast-paced clinical environment. This individual takes ownership of their work, demonstrates strong technical skills, and contributes positively to team culture and operational excellence. If you see yourself in this role and meet the qualifications outlined above, we encourage you to apply We want to hear from you

Job Type: Full-time

Pay: $ $35.00 per hour

Expected hours: 40 per week

Benefits:

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

Work Location: In person