Administrative Assistant

This job description is a record of the essential functions of the listed job. The job description provides the employee, CEO, Human Resources, applicants, and other agencies with a clear understanding of the job, where it fits into the organization, and the skill and work requirements in relation to other jobs. Jobs are always changing to some degree and the existence of the approved job description is not intended to limit normal change and growth. The facility will make reasonable accommodations to otherwise qualified individuals who are capable of performing the essential functions of the job with or without reasonable accommodation.

POPULATION SERVED

The position does not involve direct patient care for a population of patients ages 18 and older. Age specific experience and/or special training and/or expertise are not required to serve this population.

POSITION SUMMARY

 The Administrative Assistant – Communications & Facility Credentialing Coordinator is responsible for overseeing centralized email communications and supporting credentialing operations across multiple healthcare facilities. This role ensures timely responses to internal and external inquiries, efficient follow-up on outstanding matters, and proper coordination of facility credentialing to maintain compliance with payer, state, and federal requirements. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities across various facilities.

DUTIES AND RESPONSIBILITIES

Email & Communications Management

· Monitor and manage shared and individual email inboxes for multiple facilities.

· Review, prioritize, and respond to communications in a timely and professional manner.

· Route inquiries to the appropriate department or facility when necessary.

· Track pending requests and ensure timely follow-up until resolution.

· Maintain organized electronic filing systems for correspondence.

· Escalate urgent or compliance-related matters promptly.

· Ensure response-time standards are consistently met across all facilities.

· Maintain strict confidentiality of sensitive healthcare and business information

Multi-Facility Credentialing Coordination

· Coordinate initial credentialing and recredentialing for multiple healthcare facilities.

· Prepare and submit facility applications to Medicare, Medicaid, and commercial insurance payers.

· Track credentialing application status and follow up regularly to prevent delays.

· Maintain accurate credentialing files for each facility, including licenses, certifications, CLIA certificates, liability insurance, and accreditation documents.

· Monitor expiration dates and proactively manage renewals to ensure uninterrupted participation with payers.

· Serve as liaison between facilities, payers, and regulatory agencies.

· Assist in responding to audits, surveys, and payer documentation requests.

· Ensure compliance with federal, state, and payer-specific requirements across all locations.

· Maintain credentialing tracking logs and status reports for leadership review

· High school diploma required; associate’s or bachelor’s degree preferred.

· Minimum 2 years of administrative experience; healthcare or credentialing experience strongly preferred.

· Experience working in a multi-facility or multi-site healthcare environment preferred.

· Strong knowledge of payer credentialing processes (Medicare, Medicaid, and commercial plans).

· Proficiency in Microsoft Office (Outlook, Word, Excel).

· Excellent written and verbal communication skills.

· Strong organizational and follow-up skills.

· Ability to manage multiple priorities and meet deadlines