HR Administrative Assistant

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Job Summary

We are seeking a highly organized, detail-oriented Administrative Assistant to join our Pediatric Prescribed Extended Care (PPEC) team. This role is essential in supporting daily administrative operations while maintaining the highest standards of confidentiality and compliance. The ideal candidate is professional, dependable, and experienced in handling sensitive medical and employee information in a fast-paced healthcare environment.

Key Responsibilities

• Collect, organize, and maintain medical records and confidential patient information in compliance with HIPAA regulations
• Assist with employee lifecycle processes, including onboarding, off-boarding, personnel files, and compliance documentation
• Manage and maintain executive and administrative schedules
• Coordinate meetings, appointments, and internal communications
• Prepare, distribute, and file correspondence, reports, and internal documents
• Answer, screen, and direct phone calls professionally
• Serve as a point of contact for internal staff, families, and external partners
• Develop and maintain organized filing systems (digital and paper)
• Support visitors and ensure a welcoming front-office environment
• Assist with audits, record requests, and compliance-related documentation as needed
• Provide general administrative support to ensure smooth daily operations

Qualifications & Requirements

• Proven experience as an Administrative Assistant or in a similar administrative role
• Prior experience in a healthcare, medical, or HIPAA-regulated environment (preferred)
• Knowledge of office management systems and procedures
• Excellent time management skills with the ability to prioritize tasks effectively
• Strong attention to detail and organizational skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with phone systems, scheduling, and calendar management
• Ability to handle sensitive and confidential information with discretion and professionalism

Preferred Skills

• Familiarity with medical records management
• Experience supporting HR or employee documentation processes
• Understanding of healthcare compliance standards

Why Join Us?

• Meaningful work supporting children and families of children with medical needs
• Collaborative and supportive team environment
• Opportunity to grow within a healthcare setting dedicated to quality care and compliance

Job Type: Full-time

Pay: $17.00 - $21.00 per hour

Benefits

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person