The Clinic Operations Administrative Assistant provides advanced administrative and operational support to the primary care and dental clinics. This position will report directly to the Senior Executive Assistant and provide support and accountability to the Director of Primary Care Operations, the Director of Dental Program Operations, and other operational leaders as assigned. The Clinic Operations Administrative Assistant is responsible for coordinating complex administrative, clinical, and operational activities, including calendar coordination, meeting minutes, Epic in-basket coverage planning, meal coordination, and project support, all while working under minimal supervision.

Essential Job Duties

• Provides advanced, day-to-day administrative and operational support.
• Responsible for scheduling meetings, soliciting and creating agendas and minutes, and collecting and distributing various reports for meetings, including action-item tracking and follow-up on deliverables to ensure accountability.
• Independently manage complex calendars and competing priorities for multiple leaders; proactively resolve scheduling conflicts.
• Epic In basket coverage planning and coordination to ensure operational continuity.
• Provider template creation and template change coordination, including validation to ensure accuracy and operational readiness.
• Respond to routine daily correspondence and non-routine communications requiring discretion and judgment.
• Meal coordination for meetings and logistical support for trainings, meetings, and operational workgroups.
• Drafts and edits correspondence as needed, including provider and clinic communications such as letters and operational updates.
• Patient communication, i.e., letters or other mailers.
• Completes projects and special assignments in a timely manner, as directed, independently managing timelines and escalating barriers early.
• Assists Clinic Managers as needed and supports cross-functional teams across Primary Care and Dental Operations.
• Works closely with the administrative team.
• Coordinate and assist with event planning and clinic-related trainings and operational initiatives.
• Support provider onboarding, training, Epic access coordination, and operational workgroups.
• Assist with data collection, validation, reporting, and dashboard maintenance for operational and access metrics.
• Provide front desk or coverage support as needed to ensure continuity of services.
• Maintain strict confidentiality and comply with HIPAA and organizational policies.
• Performs other related duties as assigned and required.

Qualifications

Education and/or Experience

• A high school diploma, or equivalent, is required.
• A minimum of two years of office administrative experience, including at least one year in healthcare, is required, preferably in a clinical or operational setting.
• Proficiency in office and administrative duties is required.
• Epic experience preferred.

Knowledge, Skills, Abilities & Behaviors

• Demonstrates professionalism, confidentiality, and helpfulness while in this role, including sound judgment when handling sensitive clinical and provider information
• Positive attitude, strong organizational skills, and a commitment to exceeding expectations while managing multiple competing priorities independently.
• Excellent communicator, comfortable multi-tasking, and able to take initiative.
• Highly punctual and dependable.
• High level of accuracy and attention to detail.
• Ability to maintain discretion with sensitive or confidential information.
• Ability to work under the direction of multiple people while balancing competing operational demands.
• Intermediate or higher proficiency of MS Office Suite (Outlook, Word, Excel and PowerPoint) and Adobe Acrobat.
• Ability to effectively manage multiple tasks, sometimes with conflicting deadlines.
• Ability to work independently and within a team setting.
• Familiarity with video conferencing applications and software.
• Excellent grammar, spelling, and proofreading skills.
• Excellent written and verbal communication skills.
• Ability to work flexible hours occasionally as needed.

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