Administrative Assistant (Southside)

Job description

Awarded Best Quality of Care — Once Again! Behind every award is a story, and ours is written every day by more than 900 dedicated employees and hundreds of compassionate volunteers who walk alongside patients and families when they need us most. At Community Hospice & Palliative Care, we’re honored to be recognized with the Hospice Honors Elite award, a testament not just to our clinical excellence, but to the compassion we bring to every bedside, every home, every conversation. Every day, we serve approximately 1,500 patients living with advanced illness, wherever they call home, be it a private residence, a long-term care or assisted living facility, a hospital, or in one of our nine inpatient care centers. We’re here to improve quality of life, to ease pain and lift burdens, and to be the Compassionate Guide that families need when time matters most. And most importantly, as the only non-profit hospice provider in the region, we never turn anyone away due to an inability to pay. Position Summary The Administrative Assistant provides general administrative and secretarial support to interdisciplinary clinical and medical teams. This position ensures the smooth coordination of departmental operations, assists with scheduling and communication, supports documentation and data management, and performs a range of clerical duties to facilitate the effective functioning of the department. Essential Functions • Coordinate written and oral communication between providers, clinical teams, and departments. • Maintain schedules for medical and clinical leaders; coordinate meetings including agendas, minutes, room reservations, and meal orders. • Prepare and maintain accurate team calendars and call schedules; communicate changes and conflicts to appropriate staff. • Track provider and staff time off, coding submissions, recertifications, and documentation to ensure timely completion. • Input, verify, and maintain departmental records, logs, and electronic documents across platforms. • Manage data entry, spreadsheets, and clerical reports including census and status logs. • Coordinate travel arrangements, registrations, accommodations, and other logistics for staff and department activities. • Handle incoming correspondence, calls, emails, and notifications; direct inquiries as appropriate. • Maintain office supplies and ensure readiness of office equipment. • Track and process educational reimbursements and payment submissions. • Assist with preparation and distribution of internal communications, correspondence, and documentation. • Perform additional duties as assigned to support departmental operations Qualifications Knowledge and Critical Skills • Proficiency in office procedures, medical terminology, and common business software (Microsoft Office Suite). • Strong grammar, spelling, organizational, and written/verbal communication skills. • Ability to prioritize tasks, maintain records, verify data, and manage time-sensitive documentation. • Discretion with confidential material and adherence to HIPAA guidelines. • Customer service orientation with ability to work collaboratively within multidisciplinary teams. • Adaptable, self-directed, and detail-oriented with effective follow-up and problem-solving abilities. Experience • Minimum of three (3) years of administrative or secretarial experience, including data entry and reporting. • Experience in a healthcare or medical office setting preferred. • Prior use of clinical or information systems is beneficial. License / Certification • Valid driver’s license (if applicable for department). • No professional certification required. Education • High school diploma or GED required. • Additional technical or administrative training preferred. Other Requirements • Reliable transportation may be required for roles supporting field teams or multiple sites. • Minimum typing speed of 55 WPM. The knowledge, skills and abilities listed above are typically acquired through the levels of education and experience listed. However, any equivalent combination of education and/or experience, which provide an applicant with the listed knowledge, skills, and abilities to perform the essential duties and responsibilities of the job, is acceptable. This description is intended to describe the general nature and level of work performed by employees assigned to this role. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions required of employees in this position. The organization reserves the right to modify or amend the duties of the position or to require that additional tasks be performed as organizational needs change. This description does not constitute a contract of employment, and employment with the organization is at-will, meaning either the employee or the organization may terminate the relationship at any time, with or without cause or notice. Community Hospice & Palliative Care, including all of its subsidiaries and affiliated companies, is committed to complying with all applicable provisions of the Americans with Disabilities Act (ADA), as amended. We provide reasonable accommodations to qualified individuals with disabilities to ensure equal access to employment opportunities and the ability to perform the essential functions of a position. If you require an accommodation to complete the application process, interview, or perform the essential functions of a role, please contact Human Resources at . We participate in E-Verify to confirm the employment eligibility of all newly hired employees. Where applicable, and as required by law, employment with Community Hospice & Palliative Care may be contingent upon successful completion of a background screening initiated by the organization through the Florida Agency for Health Care Administration (AHCA) Background Screening Clearinghouse. More information about the Clearinghouse, including positions that require screening, can be found here: . Equal Opportunity Employer