Location: Fairfax, VA, with occasional travel to other practice locations
Schedule: Full-time (40 hours/week), Monday–Friday, 8:00 a.m. to 4:30 p.m.
Pay Range: $24–$26 per hour, based on experience
Position Summary
We are seeking a dependable, organized, detail-oriented, and technologically proficient Administrative Assistant with a minimum of two years of experience in a healthcare setting.
This position provides daily administrative and clerical support to the Practice Administrator and Clinical Supervisor in a busy specialty medical practice. Responsibilities include managing administrative documents, maintaining records, completing tasks through various online systems and hospital portals, assisting with physician credentialing documentation, and providing front desk coverage as needed.
The ideal candidate must have strong computer skills, be comfortable working with multiple software applications, and demonstrate the ability to navigate unfamiliar systems independently. The position requires someone who can quickly become productive with minimal training on general computer applications and office technology.
We are looking for a proactive, reliable, and flexible team player who can manage multiple assignments and follow through on tasks with accuracy and efficiency.
Essential Duties and Responsibilities
Administrative Support
- Provide daily administrative and clerical support to the Practice Administrator and Clinical Supervisor.
- Prepare, organize, and maintain documents, spreadsheets, reports, correspondence, and office records.
- Use Microsoft Excel, Word, Outlook, and other applications regularly to complete administrative assignments.
- Perform accurate data entry, document management, scanning, filing, and electronic record maintenance.
- Track administrative requests, deadlines, outstanding tasks, and follow-up items.
- Assist with meeting coordination, scheduling, and internal communications.
- Respond professionally to emails, phone calls, and inquiries from employees, vendors, hospitals, and other external contacts.
- Assist with ordering supplies and coordinating routine office needs.
- Complete additional administrative assignments and projects as directed.
Computer Systems and Online Portals
- Navigate multiple web-based platforms, hospital portals, and administrative systems efficiently.
- Access hospital credentialing and reappointment portals to assist with applications, documentation uploads, and status tracking.
- Create, update, and maintain spreadsheets, forms, and electronic documents.
- Organize electronic files and retrieve information accurately.
- Learn practice-specific systems and workflows quickly with limited instruction.
- Independently troubleshoot routine computer or portal navigation issues and identify when technical assistance is needed.
Medical Office Support
- Provide front desk coverage as needed, including greeting patients, checking patients in and out, answering phones, and scheduling appointments.
- Assist with patient registration, insurance verification, and updating information in the electronic health record (EHR).
- Help organize patient forms, records, and documentation while maintaining HIPAA compliance.
- Support clinical and administrative staff with routine office operations.
Additional Administrative Responsibilities
- Assist with collecting, organizing, and submitting documentation for hospital credentialing and physician reappointment processes.
- Maintain administrative files, physician records, and related tracking documents.
- Communicate with hospitals, vendors, and outside organizations regarding routine administrative matters.
- Provide backup administrative support to the FMLA team during scheduled absences or PTO, including assisting with patient FMLA paperwork, tracking requests, and coordinating documentation with clinical staff and providers.
- Perform other duties as assigned by the Practice Administrator or Clinical Supervisor.
Requirements
Required Qualifications
- High school diploma or GED.
- Minimum of two years of experience working in a healthcare or medical office setting.
- Previous experience performing administrative, clerical, or office support duties.
- Strong computer proficiency is essential.
- Proficiency in Microsoft Excel, Word, and Outlook, including creating and updating spreadsheets, formatting documents, managing email correspondence, and organizing electronic files.
- Demonstrated ability to navigate multiple online portals, websites, and software applications independently.
- Ability to learn new systems quickly without extensive training in basic computer operations.
- Strong organizational skills, accuracy, and attention to detail.
- Excellent written and verbal communication skills.
- Ability to multitask, prioritize assignments, and meet deadlines.
- Ability to work independently, follow instructions, and complete assigned tasks with minimal supervision.
- Professional, dependable, and comfortable working in a fast-paced healthcare environment.
- Willingness to assist with front desk responsibilities when needed.
Preferred Qualifications
- Previous experience as an Administrative Assistant in a medical practice.
- Experience using electronic health record (EHR) systems.
- Experience navigating hospital credentialing portals or assisting with physician credentialing and reappointment documentation is a plus.
- Experience working in a specialty medical practice.
Benefits
Compensation
- $24–$26 per hour, based on experience.
- Mileage reimbursement for approved work-related travel.
Benefits
- Medical, dental, and vision insurance
- Flexible spending and health savings accounts
- 401(k) retirement plan
- Paid time off (vacation, sick, personal) and paid holidays
- Mileage reimbursement
- Supplemental insurance, including prescription, accident, critical illness, and hospital indemnity
- Employee Assistance Program (EAP)
Schedule
- Monday to Friday
- 8:00 a.m. to 4:30 p.m.
- Full-time (40 hours/week)
Work Environment
- Full-time, on-site position in Fairfax, Virginia.
- Professional medical office environment.
- Requires frequent computer use, telephone communication, and electronic document management.
- May require occasional front desk coverage and assistance with other administrative functions.
Ideal Candidate
We are looking for an experienced healthcare Administrative Assistant who is comfortable with technology, learns quickly, takes initiative, and enjoys supporting a busy medical practice.
The successful candidate will already possess the computer and administrative skills necessary to handle daily assignments independently, with training focused primarily on the practice's specific procedures and workflows rather than basic computer applications.
Because computer proficiency is so important for this position, I strongly recommend including a short practical computer skills assessment during the first interview.
- Excel: Enter information, sort a list, and apply basic formatting.
- Word: Create and format a short professional letter.
- Email: Draft a professional response with an attachment.
- Online portal: Navigate a sample website, locate information, and upload a test document.