Administrative Assistant

Job Summary

The Administrative Assistant is responsible for providing administrative, data, and programmatic support to ensure the smooth and efficient operation of the Ellis Medicine HIV Grants Program. This position supports the Program Manager in coordinating program activities, maintaining data accuracy, ensuring grant compliance, and enhancing program outcomes. The ideal candidate is detail-oriented, organized, comfortable working in a patient-centered environment, and committed to improving the lives of individuals living with HIV.

Requirements

• High School Diploma required; Associate’s or Bachelor’s Degree preferred.
• Minimum of 2 years of related professional experience required; prior experience in healthcare, social services, or public health preferred.
• Must be proficient in Microsoft Word, Excel, Outlook, and PowerPoint; experience with EMR systems and external reporting platforms preferred.
• Must have excellent verbal and written communication skills, strong problem-solving abilities, and be highly organized.
• Commitment to confidentiality, professionalism, and culturally competent care.

Responsibilities

• Assist in maintaining the calendar, appointments, and meetings for the Program Manager.
• Responsible for professional and accurate in-person, phone, and email communications – both internal and external to Ellis Medicine.
• Accurately enter and update client information in external reporting systems; review EMR data for accuracy prior to monthly AIRS extract submission.
• Assist the Program Manager with monthly narrative reports, ensuring information is complete, timely, and aligned with grant requirements.
• Support SDOH data collection and monthly review; contribute to QI activities including preparing presentations and storyboards.
• Manage the monthly workplan and submit to the Program Manager for final review and distribution.
• Perform general administrative duties: scheduling, organizing documents, preparing reports, maintaining records, and managing incoming and outgoing mail.
• Prepare check requests as needed to ensure timely payment of vendor and other invoices.
• Accurately record and transcribe meeting minutes; prepare and distribute in a timely manner to appropriate individuals.
• Support preparation for internal and external audits by updating policies and procedures and organizing required documentation.
• Assist in coordinating peer group activities, program events, and outreach efforts; help create and distribute flyers and organize group sessions as needed.
• Maintain office supply inventory and ensure the supply budget does not exceed the budgeted amount for the year.
• Manage and prioritize workload with focus on deliverables and timelines; work independently and ensure deadlines are met.
• Communicate with the Program Manager when regular duties are impacted by other assignments to assist with prioritization.
• Participate in departmental and hospital efforts to continuously improve processes.
• Work collaboratively with co-workers within the department and across the hospital.
• Adhere to hospital policies, Mandatory Education, Annual Health Assessment, and patient privacy and confidentiality requirements.

Ellis Medicine is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, and will prohibit, discrimination on the basis of race, creed, color, religion, sex/gender (including pregnancy), age, national origin, disability (including pregnancy-related conditions), genetic information, predisposition or carrier status, military or veteran status, prior arrest or conviction record, marital or familial status, sexual orientation, transgender status, gender identity, gender expression, reproductive health decisions, domestic violence victim status, known relationship or association with any member of a protected class, and any other characteristic protected by applicable law violates federal, state and, where applicable, local laws , reproductive health decisions or source of payment, consistent with applicable legislation and to comply with the laws pertaining thereto

Salary Range: $17.46-25.32/hour Pay is based on experience, skills, and education. Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates. The pay range may also vary within the stated range based on location.