Operations Administrative Assistant

Position Summary The Operations Administrative Assistant provides efficient, accurate, and confidential administrative and operational support to AAAI leadership. This role works closely with the Medical Practice Administrator, department directors, and managers to coordinate administrative activities, support operational workflows, and assist with physician scheduling within the electronic medical record (EMR) system.

As an individual contributor, this position ensures smooth daily operations through effective communication, organization, tracking, and coordination. The role also provides limited human resources administrative support in collaboration with the HR department, without decision-making authority.

Reports To: Medical Practice Administrator

Responsibilities:

Administrative & Operational Support

• Provide comprehensive administrative support to the operations and leadership team.
• Manage calendars, coordinate schedules, organize meetings, and prepare agendas and materials.
• Maintain organized filing systems for operational and confidential documentation.
• Serve as a point of contact between staff and management, facilitating effective communication across departments.
• Coordinate with departments to collect, track, and distribute operational information.
• Assist with project coordination by tracking timelines, action items, and deliverables.
• Prepare reports, summaries, and operational documentation as required.
• Conduct research and compile data to support operational initiatives.
• Handle confidential and sensitive information with the highest level of discretion.
• Perform other duties as assigned to support operational needs.

Provider Scheduling

• Build, maintain, and update physician and provider schedules within the electronic medical record (EMR) system.
• Coordinate provider clinic schedules, templates, and coverage in collaboration with leadership.
• Ensure schedule accuracy and timely communication of changes to relevant departments.
• Assist in optimizing provider schedules to support clinic efficiency and patient access.
• Track schedule adjustments and ensure alignment with operational requirements.
• Perform other duties as assigned to support operational needs.

Limited HR Administrative Support

(Administrative support only – no employee relations or disciplinary authority)

• Assist HR with administrative tasks such as onboarding coordination, documentation tracking, and scheduling.
• Maintain employee records and confidential personnel files in accordance with company policies.
• Support HR reporting, data entry, and compliance tracking as directed.
• Coordinate interviews, trainings, and HR-related meetings as requested.
• Refer employee relations concerns, policy questions, and performance issues to HR leadership.
• Perform other duties as assigned to support operational needs.

Required Skills, Knowledge, and Abilities

• Proficiency in Microsoft Office Suite and SharePoint.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Sound judgment and problem-solving skills.
• Ability to maintain discretion with confidential and sensitive information.
• Comfort working with scheduling systems and electronic records (EMR experience preferred).

Education/Qualifications:

·         A high school diploma is required.

·          Associate degree or bachelor’s degree in business or related field is preferred.

·         A minimum of 2 years of experience in an administrative role, preferably in the healthcare environment.

·         Experience supporting operations or scheduling in a clinical setting is preferred.

Working Conditions

• Office-based position in a well-lit environment.
• Occasional evening and weekend work as required.
• Involves sitting approximately 90% of the day, with occasional walking or standing.
• Uses standard office equipment including computers, printers, copiers, and telephones.

OSHA Category 3:

Involves no regular exposure to blood, bodily fluids, tissue or tasks that involve exposure to blood, bodily fluids or tissue are not a condition of employment.