The Administrative Project Manager provides comprehensive administrative, communication, and operational support to the clinic’s leadership and staff. This role plays an integral part in ensuring smooth office operations, accurate documentation, and effective communication across departments.
The ideal candidate is detail-oriented, proactive, and skilled in managing multiple priorities in a fast-paced healthcare environment. This individual supports both day-to-day operations and special projects under the direction of the Operations Manager.This is a FULL TIME position Monday - Friday; must be flexible to our business hours
Essential Duties and Responsibilities:
Administrative Support & Communications
· Prepare, type, print, and distribute a variety of written materials using established communication systems.
· Draft written communications from rough drafts, outlines, meeting notes, or verbal instructions.
· Provide copy-editing and quality-checking support for clinic communications and documents.
· Maintain accurate, organized archives of all communications and official correspondence.
· Assist visitors and callers, addressing inquiries directly when possible and directing requests to appropriate colleagues.
· Assemble confidential and sensitive information as requested by leadership.
Operations & Project Support
· Assist the Operations Manager with administrative projects, scheduling, and coordination as needed.
· Create, update, and distribute company policies, addendums, and standard operating procedures (SOPs).
· Assist in coordinating company events such as staff meetings and holiday gatherings.
· Schedule meetings, luncheons, and conference room reservations (including video and teleconference setup).
· Track and catalog data, contracts, and historical documents as requested.
Technical & IT Coordination
· Handle minor IT troubleshooting for applications, computers, printers, scanners, and phones.
· Coordinate with vendors or IT support on software issues, including EHR (NextGen), Therapy Notes, RingCentral, and MS Teams.
· Assist providers with system updates, prescription software, and error resolution.
Translation & Patient Support
· Translate office and patient documents as needed.
Qualifications:
· Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or related field preferred OR sufficient related experience.
· 2+ years of administrative or project coordination experience, preferably in a healthcare or clinical setting.
· Strong writing, proofreading, and communication skills.
· Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with EHR systems.
· Ability to manage multiple tasks with accuracy and attention to detail.
· Strong interpersonal skills with a professional, customer-service-oriented approach.
· Bilingual in English and Spanish preferred.