Administrative Assistant

The Administrative Assistant plays a critical role in supporting daily operations through reporting, compliance coordination, and cross-functional administrative support. This individual will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced healthcare environment.

Key Responsibilities:Reporting & Data Analytics

Prepare and distribute routine company reports (daily, weekly, monthly)

Fulfill ad hoc analytical data requests from leadership

Ensure accuracy and timeliness of all reporting deliverables

Identify trends and provide insights when appropriate

Operations & Facility Coordination

Coordinate repairs and maintenance across all locations

Serve as the point of contact for facility-related issues and vendor coordination

Track and ensure timely resolution of maintenance requests

IT Coordination

Partner with IT lead (Vlad) to support system needs and troubleshooting

Assist with onboarding/offboarding technology setup

Coordinate communication and follow-up on IT-related projects and issues

Compliance & Regulatory Oversight

Support and maintain HIPAA compliance standards across the organization

Ensure all X-ray equipment is properly registered and compliant with state regulations

Coordinate compliance visits and audits with local office leads

Maintain documentation and tracking for regulatory requirements

Financial & Invoice Support

Monitor and address late or time-sensitive invoice payments

Collaborate with Colleen to ensure timely processing and issue resolution

Assist with tracking and follow-up on outstanding financial items

General Administrative Support

Provide administrative support to the Director of Operations and leadership team

Maintain organized records, documentation, and communication logs

Assist with special projects and operational initiatives as needed

Qualifications

2+ years of administrative or operations support experience (healthcare preferred)

Strong organizational and multitasking skills

Proficiency in Microsoft Excel and data reporting tools

Excellent communication and problem-solving abilities

Familiarity with HIPAA and healthcare compliance standards is a plus

Ability to handle confidential information with discretion

Key Competencies

Detail-oriented and highly organized

Proactive and solutions-driven

Strong analytical thinking

Ability to prioritize in a fast-paced environment

Collaborate

Demonstrated proficiency in Microsoft Excel with the ability to analyze data, create reports, and support operational decision-making