Administrative Assistant

This role is not a traditional administrative assistant position. In addition to core administrative support, this position blends clinical documentation support, hospitalist program coordination, physician onboarding/training, community outreach, and quality functions. The ideal candidate is comfortable moving fluidly between administrative tasks, clinical scribe support, and program-level coordination, and can work independently with periodic weekend and remote responsibilities.

ESSENTIAL DUTIES & RESPONSIBILITIES

Administrative & Coordination Support

• Provide day-to-day administrative support for the hospitalist and cardiology program, including scheduling, correspondence, records management, and general office functions.
• Serve as backup to the Hospital Coordinator during absences, ensuring continuity of daily operations, communications, and coordination tasks.
• Create and maintain hospitalist coverage and assignment lists, keeping schedules current and distributed to relevant staff and facilities.
• Support multi-facility coordination across assigned client hospitals.

Clinical Documentation Support (Scribe)

• Provide backup medical scribe support to physicians as needed, accurately documenting patient encounters in real time.
• Maintain strict confidentiality and accuracy standards consistent with HIPAA and facility documentation policies.

Hospitalist Onboarding & Training

• Train newly onboarded hospitalists on internal systems, workflows, and facility-specific processes.
• Train hospitalists on AI-assisted charting tools and documentation platforms, providing hands-on support until proficiency is established.
• Serve as an ongoing resource for systems and charting questions from hospitalist staff.

Community Marketing & Outreach

• Participate in community marketing and outreach activities supporting the cardiology program, including events, materials, and physician/community engagement.

Quality

• Support quality assurance activities related to the hospitalist and cardiology program, including tracking, documentation, and reporting as assigned.
• Assist in identifying and escalating quality or compliance concerns to appropriate leadership.

QUALIFICATIONS

• High school diploma or equivalent required; Associate's degree or medical office/scribe certification preferred.
• Prior experience as a medical scribe or in a clinical documentation support role strongly preferred.
• Strong working knowledge of EHR systems; comfort learning and training others on AI-based charting tools.
• Excellent organizational, written, and verbal communication skills.
• Ability to work independently, exercise discretion, and manage confidential information.
• Flexibility to work occasional weekends and periodic remote assignments.
• Comfortable working across multiple facilities and coordinating with physicians, hospital leadership, and administrative staff.