Job Description

Job Type
Full-time
Description

The Administrative Assistant provides high-level administrative and operational support within a multi-location pain management practice. This role plays a critical part in coordinating communication across multiple clinics, supporting operational initiatives, and ensuring efficient, compliant practice operations. The ideal candidate is highly organized, adaptable, and comfortable working in a healthcare environment with multiple providers, locations, and priorities.

Key Responsibilities

Administrative Support

• Provide direct administrative support to the COO, including complex calendar management across multiple clinic locations
• Coordinate meetings, prepare agendas, presentations, and reports; document and track action items
• Manage confidential and sensitive information related to operations
• Serve as a gatekeeper for communications, prioritizing emails, calls, and requests

Multi-Location Operational Support

• Assist with coordination of daily operations across multiple pain management clinics
• Supports leadership with scheduling, staffing coordination, and operational follow-up
• Track and report operational metrics, clinic performance data, and project timelines
• Assist with implementation and follow-through of standard operating procedures across locations

Communication & Provider Coordination

• Coordinate cross-location meetings, trainings, and leadership calls
• Communicate operational updates, policy changes, and directives from leadership

Compliance & Specialty Practice Support

• Assist with documentation related to regulatory and accreditation requirements (HIPAA, OSHA, CMS, state regulations)
• Support audits, inspections, and internal compliance reviews
• Maintain organized records related to contracts, vendor agreements, and compliance documentation

Project & Administrative Functions

• Support operational improvement initiatives and special projects led by leadership
• Maintain organized digital and physical filing systems across departments
• Coordinate accounting, credentialing and grievance department

Skills & Competencies

• Ability to manage competing priorities in a fast-paced environment
• Strong follow-through and project coordination skills
• Professional judgment and discretion
• Collaborative mindset with leadership presence
• Problem-solving and process-improvement orientation

Work Environment

• Medical office / clinical setting with multiple practice locations
• Occasional travel between clinic sites may be required
• May require flexibility in hours to support operational needs

Requirements

Required

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred)
• 3+ years of administrative or executive support experience, preferably in healthcare
• Strong organizational and multitasking skills with attention to detail
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office and/or Google Workspace
• Ability to manage confidential information with professionalism

Preferred

• Experience in pain management, interventional medicine, or specialty medical practices
• Experience supporting multi-location healthcare operations
• Familiarity with medical terminology, EMR systems, and healthcare workflows