Administrative Assistant Coordinator

We are seeking a highly organized, dependable, and detail-oriented Administrative Assistant/Coordinator to support the Facility Administrator with the day-to-day administrative and operational needs of a dialysis facility.

This position will assist with a variety of administrative responsibilities, including patient coordination, insurance verification and authorization follow-up, supply ordering, vendor communication, documentation, and general facility support.

The ideal candidate is organized, professional, and able to manage multiple priorities while following through on assigned tasks. The ability to communicate effectively with patients, staff, vendors, and outside contacts is essential. Previous experience in a dialysis, medical office, or healthcare setting is preferred.

Duties & ResponsibilitiesAdministrative & Facility Support

• Provide administrative support to the Facility Administrator and assist with daily facility operations.
• Assist with coordinating and following up on administrative tasks and projects.
• Maintain accurate and organized records, files, logs, and other documentation.
• Prepare correspondence, reports, spreadsheets, forms, and other administrative materials.
• Track outstanding items and assist with ensuring timely follow-up.
• Answer phone calls, respond to emails, and direct inquiries to the appropriate individual.
• Assist with facility meetings, projects, and other administrative activities as needed.
• Provide general administrative support to facility staff as requested.

Patient Coordination

• Assist with the coordination of patient-related administrative needs.
• Communicate professionally with patients and families regarding administrative matters and required documentation.
• Assist with referrals, patient records, appointments, and other coordination activities.
• Follow up on missing or outstanding patient information and documentation.
• Work closely with clinical staff to support patient-related administrative needs.
• Provide professional and courteous customer service to patients, visitors, and other individuals interacting with the facility.

Insurance & Authorization

• Assist with insurance verification and collection of required insurance information.
• Assist with obtaining and tracking insurance authorizations.
• Follow up on pending authorizations and outstanding documentation.
• Maintain accurate records of authorization status and related correspondence.
• Communicate with insurance companies, physician offices, referral sources, and other external contacts as needed.
• Escalate unresolved insurance or authorization issues to the Facility Administrator or appropriate department.

Supplies & Vendor Coordination

• Assist with ordering and tracking facility supplies.
• Monitor inventory levels and communicate supply needs to the Facility Administrator.
• Coordinate with vendors regarding orders, deliveries, backorders, and discrepancies.
• Maintain supply-related records and tracking logs.
• Assist with ensuring necessary supplies are available to support daily facility operations.

Qualifications

• High school diploma or equivalent required.
• Associate degree in healthcare administration, business administration, or a related field preferred.
• Previous administrative or office experience preferred.
• Healthcare or medical office experience preferred.
• Dialysis or nephrology experience is a plus.
• Experience with insurance verification, authorizations, patient coordination, or medical office operations is preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently while also working effectively as part of a team.
• Proficiency with Microsoft Office, email, spreadsheets, and standard office technology.
• Ability to maintain confidentiality and handle sensitive patient and facility information appropriately.
• Professional, dependable, and customer-service oriented.

Benefits:

• Paid time off

Education:

• Associate (Required)

Experience:

• healthcare: 2 years (Required)
• Insurance verification: 2 years (Required)

Work Location: In person