Administrative Assistant

Wellvana is seeking a highly organized, dependable, and detail-oriented Administrative Assistant to provide administrative and operational support to internal teams and healthcare partners.

The Administrative Assistant will assist with scheduling, documentation, data entry, communications, record maintenance, meeting coordination, and other administrative activities that support Wellvana's day-to-day operations.

The ideal candidate is professional, organized, proactive, and comfortable handling confidential healthcare and business information. This individual should be able to manage multiple priorities, communicate effectively with team members and external partners, and complete work accurately within established deadlines.

Essential Responsibilities

• Provide day-to-day administrative support to assigned departments, managers, and team members.
• Coordinate calendars, meetings, appointments, and conference calls.
• Schedule meetings and distribute agendas, materials, and follow-up information.
• Prepare, format, proofread, and organize documents, reports, presentations, spreadsheets, and correspondence.
• Enter, update, and maintain information in company databases and other business systems.
• Maintain accurate electronic files, records, and documentation.
• Assist with data entry and data-quality review.
• Receive, organize, and distribute internal and external correspondence.
• Monitor shared inboxes and route requests to the appropriate team members.
• Assist with tracking projects, assignments, deadlines, and follow-up activities.
• Prepare meeting notes and maintain action-item lists when requested.
• Assist with creating reports, spreadsheets, presentations, and other business materials.
• Coordinate administrative tasks between internal departments.
• Communicate professionally with employees, healthcare providers, practices, vendors, and other business partners.
• Assist with onboarding and administrative support for new employees or team members.
• Order and maintain office supplies and other administrative materials when applicable.
• Process invoices, expense reports, purchase requests, or other administrative documentation as assigned.
• Assist with travel arrangements and expense documentation when required.
• Help organize internal events, training sessions, meetings, and team activities.
• Maintain accurate contact lists and organizational information.
• Follow established administrative procedures and workflows.
• Identify administrative issues and communicate them to the appropriate manager.
• Maintain confidentiality of patient, provider, employee, and company information.
• Perform other administrative duties and special projects as assigned.

Healthcare Administrative Support

Because Wellvana operates in the healthcare industry, the Administrative Assistant may support teams working with patients, physicians, medical practices, health systems, and other healthcare partners.

Responsibilities may include:

• Organizing healthcare-related documentation.
• Supporting provider and practice communications.
• Maintaining administrative records.
• Assisting with scheduling and coordination.
• Supporting care-management or operations teams with administrative tasks.
• Preparing information for internal meetings and reports.
• Coordinating communication between internal teams and healthcare partners.
• Maintaining accurate records in accordance with company procedures.

The Administrative Assistant is not expected to provide clinical advice unless specifically qualified and authorized to do so.

Confidentiality and HIPAA

The Administrative Assistant may have access to confidential business information and, depending on the assigned department, protected health information (PHI).

The employee must:

• Maintain strict confidentiality of patient, provider, employee, and company information.
• Access confidential information only when required for assigned responsibilities.
• Follow Wellvana's privacy and information-security policies.
• Follow applicable HIPAA requirements.
• Use approved systems and communication methods when handling sensitive information.
• Properly store and dispose of confidential records.
• Report suspected privacy or security issues according to company procedures.
• Complete required HIPAA, privacy, and cybersecurity training.

Qualifications

Required Qualifications

• High school diploma or equivalent.
• Previous administrative, clerical, office, customer service, or related experience.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail.
• Ability to manage multiple priorities and deadlines.
• Professional telephone and email communication skills.
• Ability to maintain confidential information.
• Strong computer skills and familiarity with standard office software.
• Ability to work independently while also collaborating effectively with a team.
• Ability to adapt to changing priorities and workflows.

Preferred Qualifications

• 1–3 years of administrative or office-support experience.
• Previous healthcare or medical-office experience.
• Experience working with healthcare organizations, medical practices, or health systems.
• Knowledge of HIPAA and healthcare privacy requirements.
• Experience with electronic health records (EHRs).
• Experience with CRM or database systems.
• Experience coordinating meetings, schedules, and projects.
• Experience working in a remote or hybrid environment.

Technical Skills

The Administrative Assistant should be comfortable using:

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Google Workspace
• Calendar and scheduling platforms
• Video-conferencing applications
• CRM and database systems
• Electronic health record systems, where applicable
• Document-management systems
• Internal communication platforms

Core Competencies

• Organization
• Attention to detail
• Communication
• Time management
• Professionalism
• Confidentiality
• Problem-solving
• Prioritization
• Multitasking
• Teamwork
• Accountability
• Adaptability
• Customer service
• Initiative

Performance Expectations

Performance may be evaluated based on:

• Accuracy and quality of administrative work.
• Timely completion of assignments.
• Organization and record maintenance.
• Responsiveness to internal and external requests.
• Calendar and meeting-management accuracy.
• Data-entry accuracy.
• Communication and professionalism.
• Compliance with company policies and procedures.
• HIPAA, privacy, and information-security compliance.
• Ability to manage competing priorities.
• Collaboration and teamwork.
• Attendance and reliability.

Working Environment

The position may be performed in an office, hybrid, or remote environment depending on business requirements.

The Administrative Assistant may spend significant portions of the workday:

• Working at a computer.
• Communicating by telephone, email, and messaging platforms.
• Participating in virtual meetings.
• Managing electronic documents and records.
• Coordinating schedules and administrative activities.
• Supporting multiple departments or team members.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Ability to use a keyboard, mouse, telephone, and standard office equipment.
• Ability to read information displayed on a computer screen.
• Ability to communicate effectively with coworkers and external partners.
• Reasonable accommodations will be provided to qualified individuals with disabilities in accordance with applicable law.

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Compensation and Benefits

Benefits may include healthcare coverage, paid time off, retirement benefits, professional-development opportunities, and other benefits offered by Wellvana, subject to eligibility and applicable company policies.

Equal Employment Opportunity

Wellvana is committed to providing equal employment opportunities to qualified individuals and maintaining a professional, respectful, and inclusive workplace.

Disclaimer

This job description describes the general nature and level of work expected for the Administrative Assistant position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions. Responsibilities may change based on business needs.