ADMINISTRATIVE SUPPORT ASSOCIATE JOB DESCRIPTION

Administrative Support Associate means keeping clinical operations moving when licensed staff cannot stop to. In hospital and long-term care settings, that translates into credentialing file maintenance, specimen documentation, and OR schedule distribution - work that sits outside any clinical scope but is indispensable to it. The role serves a layered stakeholder group: anesthesiologists, CRNAs, nursing home residents, and department managers each place distinct demands on the same desk. No clinical licensure is required, but proficiency in medical terminology and familiarity with health data systems such as MDS sets this position apart from a general office role.

As the Administrative Support Associate, you keep patient-facing clinical teams compliant, informed, and operationally ready by managing credentialing requirements, clinical documentation, and scheduling logistics across one or more care settings. You work within a healthcare administrative team, supporting senior clinical administrators and department managers whose priorities shift with patient census and regulatory cycles.

Career Impact: Healthcare administrative experience that spans credentialing compliance, MDS familiarity, and OR logistics is transferable across hospital systems, long-term care operators, and specialty group practices, making it a durable foundation for roles such as Medical Staff Coordinator or Health Services Manager.

Business Impact: When credentialing matrices lapse or specimen records are inaccurate, patient care is delayed and facilities face regulatory exposure - the Associate's daily maintenance of these records directly protects both clinical throughput and compliance standing.

Growth Opportunity: Exposure to anesthesia group operations, long-term care quality measurement, and regulatory reporting to bodies such as the CPUC equivalent in healthcare positions you to move into health information management or clinical operations coordination within two to three years.

• Maintain credentialing and licensure matrices for physicians and advanced practice clinicians, issuing timely renewal reminders to prevent compliance gaps.
• Coordinate operating room and shift schedules by gathering next-day manpower data and distributing assignments to all relevant clinical departments.
• Document and record patient and resident information, including clinical history, specimen data, and testing results, with precision and in accordance with facility protocols.
• Support patient intake interactions, such as OB consultations or pre-test orientation, by collecting required data and preparing reports for clinical review.
• Manage and route incoming communications across the main phone line, electronic inquiries, and internal department correspondence to the appropriate clinical or administrative staff.
• Process administrative transactions, including personnel file updates, training hour entry, and compliance documentation in coordination with human resources.
• Organize and replenish clinical support areas, track radiation badge distribution and collection, and coordinate supply logistics with anesthesia or department staff.

• Bachelor's degree in health administration, business administration, or a related field, or equivalent work experience.
• 2 or more years of administrative experience in a medical, clinical, or healthcare-adjacent environment, with demonstrated handling of confidential records.
• Working knowledge of medical terminology sufficient to interpret clinical documentation and interact accurately with licensed staff.
• Demonstrated ability to manage multiple competing priorities in a deadline-driven environment with frequent interruptions.
• Strong written and verbal communication skills, including the ability to correspond professionally with physicians, department managers, and patients or residents.
• Proficiency in standard office productivity software and comfort learning facility-specific platforms and scheduling systems.
• Experience maintaining or auditing compliance documentation such as personnel files, credentialing records, or regulatory reports.

• Familiarity with health data frameworks such as MDS, quality measurement tools, or clinical coding conventions used in long-term care or acute care settings.
• Experience supporting an anesthesia group, surgical services department, or specialty clinical practice with OR scheduling or physician liaison functions.
• Associate's or Bachelor's degree in health information management or a clinical support field.
• Typing proficiency of 50 or more words per minute, supporting high-volume transcription and documentation workflows.

• Credentialing compliance rate, measured as the percentage of physician and CRNA files current with no lapsed requirements.
• Specimen and clinical record accuracy rate, tracking the proportion of patient documentation entries free of transcription or coding errors.
• Schedule distribution timeliness, measured by on-time delivery of next-day OR assignments to all required clinical departments.
• Renewal reminder lead time, reflecting how consistently expiring credentialing items are flagged within the required advance window.
• Communication routing accuracy, tracking the share of incoming calls and inquiries directed to the correct party on first contact.
• Typical tools: scheduling and workforce platforms (commonly Kronos or equivalent); office productivity suites (commonly Microsoft Office 365, including Excel and Outlook).

• Base Salary Range: $38,000 to $52,000 annually, depending on setting and experience level
• Bonus: Merit-based annual bonus of 3 to 5 percent where offered
• Equity: Not typical for this role and level
• Health Benefits: Medical, dental, and vision; employer contribution varies by facility
• PTO: 15 to 20 days annually, plus recognized federal holidays
• Common Perks: Tuition assistance for healthcare administration coursework; employee assistance programs

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Employment contingent on a successful background check and, where required by facility policy, a pre-employment drug screening consistent with applicable state law. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status, age, or any other characteristic protected under federal, state, or local law. Reasonable accommodations are available to applicants and employees with disabilities upon request. Candidates must be authorized to work in the United States.

The Administrative Support Associate delivers end-to-end HR administrative support across talent acquisition, payroll processing, and compliance training within a site-level retail environment. Working directly with store leadership and people leaders, this role builds operational consistency and ensures associates and managers have the administrative resources needed to meet workforce and compliance requirements.

Key Responsibilities

• Support hiring managers and talent acquisition with site-specific activities such as posting positions, printing resumes, processing background checks, printing interview guides, and creating offer letters.
• Support new associate onboarding by helping with new employee orientation session planning.
• Support payroll administrative work, including processing terminations, creating employee change letters, collaborating with the Associate Care Center for governmental documentation, including garnishments, and managing all required new hiring forms.
• Assign, monitor, track, and schedule training and maintain appropriate licenses for compliance training and external and internal training programs.
• Input training hours into Kronos and help associates with the logistics of travel arrangements for training when required.
• Receive and post material sent by the HR department and organize logistics for related activities.
• Assist people leaders with maintaining various schedules and attendance requirements, including predictive scheduling, managing scheduling requests, tracking shift patterns, rest breaks, and data entry into Kronos.
• Support a variety of site administrative work, including planning and supporting local community events.
• Generate, distribute, and maintain business-related reporting as directed by store leadership.
• Follow up with store leadership and associates on exception-based activity to improve compliance and execution.
• Assist store leadership in clerical, administrative, and transactional activities as directed.

Required Qualifications

• College studies in administration or a related field.
• 2 years of administrative experience, including processing data, scheduling, monitoring, and tracking information, and using office software.
• 1 year of experience in a retail environment and in a cross-functional team environment with exempt and non-exempt staff.
• 1 year of experience administering confidential staff information, such as personnel files and employment compliance data.
• Good at confidentiality management.
• Service-oriented accountability.
• Well-developed problem-solving initiative.
• Adaptability under shifting priorities.

Embedded within a medical, scientific research, or technology-oriented business environment, the Administrative Support Associate owns day-to-day office functions, including document preparation, phone management, and general administrative coverage. Working closely with clinical staff, peers, and leadership, this role ensures smooth operational continuity and upholds the professional standards required in a healthcare-adjacent setting.

Core Functions

• Handle light-to-medium typing, basic document preparation, data entry, and mailing projects.
• Answer phones and direct calls to appropriate parties.
• Perform general office duties such as copying, filing, faxing, sorting mail, and maintaining cleanliness of the office area.
• Cover for other administrative support staff during absences as needed.
• Interact with patients minimally as required by the position.
• Perform duties related to special projects as required.

Qualifications & Experience

• High school degree required.
• 0-3 years of relevant experience in a medical, scientific research, or comparable technology-oriented business environment preferred, pharmacy or medical setting experience desired.
• Proficient in Microsoft Office, Outlook, Teams, and Excel.
• Strong written and oral communication skills with the ability to interact professionally with peers, leadership, and external contacts.
• Strong customer service skills.
• Ability to maintain confidentiality, attention to detail.
• Excellent organizational and follow-through abilities.

Reporting to section managers within a municipal or regulatory department, the Administrative Support Associate leads customer intake, preliminary application reviews, and electronic routing of plan sets within a permitting and land use environment. Partnering with design professionals, developers, internal reviewers, and community stakeholders, this role strengthens departmental compliance and the accuracy of project records that enable timely regulatory decisions.

Primary Duties

• Assist customers in submitting plans and documents electronically and provide first-level support by phone, email, online inquiries, and in-person application intake.
• Understand complete submittal requirements and basic regulatory requirements of the Department.
• Perform preliminary reviews of applications and plan sets to assess completeness, route them electronically to appropriate plan review sections, and enter relevant data into the project database.
• Correspond with design professionals, developers, and citizens, and coordinate with internal section managers to compile data and verify accuracy of records.
• Collaborate with external and internal stakeholders to document and streamline processes.
• Lead work groups to consensus in a consistently changing environment.
• Train customers to use electronic plan and document submittal tools while excelling in a deadline-driven environment with interruptions and the ability to read, evaluate, and comprehend plans.
• Manage, maintain, retrieve, and organize data electronically.
• Organize, prioritize, and assign work while serving as a liaison to other sections within the department.
• Coordinate with plan reviewers and perform other duties of a similar nature or level.

Skills & Qualifications

• High School Diploma or G.E.D.
• 5 years of customer service or administrative support experience, or an equivalent combination of education and experience, including 1 year in permitting, plan review, or land use and zoning.
• Experience in drafting, surveying, blueprint reading, or other construction technology.
• Experience using an electronic plan review solution.
• Knowledge of customer service principles, land use, and zoning.
• Proficient in Microsoft Office, Adobe Acrobat, Accela, SharePoint, ArcMap, ESRI GIS Data Browser or equivalent, and reporting in Accela or similar community development regulation software.

Sitting at the intersection of clinical operations and administrative services, the Administrative Support Associate shapes the seamless delivery of anesthesia services by supporting 100+ Anesthesiologists and CRNAs with scheduling, credentialing, and operational coordination. Operating across the anesthesia department, hospital departments, and external credentialing bodies such as NAPA and Northwell, this role enables clinical staff to focus on patient care without administrative disruption.

Duties

• Gather manpower and pre-operative information and enter the following day's assignments on the O.R. schedule, distributing to all anesthesia staff and hospital departments.
• Answer the main telephone line and direct calls while communicating with all hospital departments.
• Maintain a matrix of credentialing and health requirements for all physicians and CRNAs, remind them when requirements are due, and file and maintain credentialing and quality files for all anesthesia clinical staff.
• Speak with patients requesting OB consultations, gather all necessary data, including medical history, type OB consultation reports, and distribute them.
• Communicate with anesthesia day shift support staff to follow up on pending issues and collaborate to ensure the anesthesia lounge is well-supplied and in order.
• Manage monthly distribution and collection of radiation badges for all clinical staff.
• Communicate with NAPA and Northwell Credentialing and provide requested documentation.

Requirements

• High school diploma, equivalent, or accredited secretarial science program of 2 years or longer.
• 3 years of secretarial or office experience.
• Proficiency in medical terminology.
• Working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and calendar applications.
• Can type a minimum of 50 wpm.
• Comfortable learning new programs.
• Ability to exercise independent judgment, employ basic reasoning skills.
• Ability to communicate effectively.

A key member of the conservation team, the Administrative Support Associate leads customer outreach, program tracking, and data entry efforts that help California American Water achieve cost-effective conservation goals across residential, commercial, and institutional sectors. Collaborating across vendor programs, local events, and regulatory reporting obligations to the CUWCC, CPUC, and regional wholesalers, this role ensures conservation initiatives are executed accurately and that customers receive actionable guidance on water use.

Functions

• Assist with tracking and follow-up of customer inquiries on programs and general water conservation information.
• Respond to vendor requests and coordinate outside vendor programs.
• Assist the Conservation Manager and applicable management with special conservation projects in residential, commercial, and institutional customer sectors, including general administrative tasks for various conservation programs and special grant projects.
• Assist in planning and organizing California American Water's participation and company booth at local events, as well as outreach campaigns.
• Complete Water Waste Patrol to identify water waste within the service area and provide warnings, conservation tips, and program information to customers.
• Provide requested water usage data for customers participating in audit programs and to the Conservation Manager for pilot study and grant projects.
• Assist in gathering and entering data for annual Best Management Practices program reports to the CUWCC, CPUC, and regional wholesaler.

Experience & Qualifications

• High School Diploma or GED.
• 2-3 years of prior work experience in a related field preferred.
• Familiarity with California American Water's Conservation Policies and Rules.
• Intermediate-level Microsoft Office proficiency.
• Ability to converse professionally with customers.
• Ability to advise on conservation issues and program options.
• Comfortably approach customers to reinforce the conservation message.

Seamless regional sales operations depend on the Administrative Support Associate, who owns logistics coordination, office management, and sales event support for a multi-function team including Regional Channel Marketing, Business Analyst, and Head of Region. Based within the regional office and liaising with Corporate Affairs, HQ P&O, Traveldesk, and external vendors, this role enables the sales team to operate with greater capability and focus on revenue-driving activities.

Accountabilities

• Coordinate all logistics and accommodation for the total region team, working closely with Traveldesk to ensure travel is arranged ahead of time.
• Manage office day-to-day operations, including maintenance, petty cash management, bill payments, and HR-related matters, working with vendors and the HQ P&O team.
• Champion employee engagement and team activities as the regional contact person, liaising with Corporate Affairs, HQ P&O, and vendors.
• Support the region in planning, organizing, controlling, and evaluating sales events through effective communication with event organizers, dealers, and the sales team.
• Provide sales support for Regional Channel Marketing, Business Analyst, and Head of Region on reporting tools.
• Organize, plan, and perform any other ad-hoc assignments as required.

Position Requirements

• Degree or Diploma in Mass Communication, Business Administration, or a related field.
• New graduate to 3 years of experience.
• Basic knowledge of MS Office, especially Excel.
• SAP or systems management background as an advantage.
• Strong team player able to work cross-functionally with people at all levels.
• Fluent in English and Bahasa Malaysia, both spoken and written.

As the Administrative Support Associate, this role delivers precise documentation, specimen recordkeeping, and patient-facing support within a nursing home setting focused on clinical testing efforts. The clinical and administrative team relies on this work to maintain accurate patient records, coded data entries, and the quality and completeness of clinical information needed to support healthcare professionals in their assessment and care activities.

Key Deliverables

• Assist healthcare professionals in the effort to swab patients.
• Explain the importance of resident participation, welcome and prepare residents, and explain the testing process.
• Ensure specimen documentation, patient records, and clinical data are precisely sorted and recorded.
• Transcribe and code information according to specifications or search records.
• Retrieve information for the team to assess for completeness, accuracy, and errors.

Professional Experience

• High School Diploma or GED, with an Associate's or Bachelor's Degree in a related field preferred.
• 1+ year of administrative experience.
• Familiarity with MDS, health data, or quality measurement.
• Working knowledge of SAS, SQL, or Tableau.
• Proficiency in Microsoft Office Suite, including Excel and Outlook.
• Solid problem-solving, time management, and organizational skills with the ability to multitask efficiently.
• Excellent written and verbal communication and interpersonal skills.
• Strong attention to detail.