Job Summary The Administrative Assistant II plays a vital role in coordinating the daily administrative operations of the Physical, Occupational, and Speech Therapy departments. This position supports the Director of Rehabilitation Therapy and Clinical Supervisors, handling sensitive information and ensuring smooth communication, scheduling, and reporting. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining a service-oriented approach.
Key Responsibilities - Provide high-level administrative support to the Director of Rehabilitation Therapy and Clinical Supervisors.
- Manage confidential documentation including correspondence, memos, reports, meeting agendas, and minutes.
- Schedule and coordinate meetings and appointments.
- Answer and manage incoming and outgoing telephone calls in a courteous and professional manner.
- Prepare statistical reports and maintain departmental databases.
- Assist in planning departmental services and support staffing efforts.
- Supervise and coordinate the workload of other administrative staff as appropriate.
- Coordinate intradepartmental, interdepartmental, and hospital-wide administrative operations.
- Ensure proper documentation and policy compliance supporting scope of practice.
- Outpatient Therapy Services
- Handle patient intake for Physical Therapy, Occupational Therapy, and Speech Therapy services.
- Verify insurance coverage and obtain required authorizations.
- Schedule patient appointments efficiently to support timely care delivery.
- Ensure accurate and timely billing processes in collaboration with the Business Office.
- Maintain and manage patient records and databases.
- Generate and distribute daily and monthly outpatient reports to internal and external stakeholders.
Required Qualifications - High School Diploma or equivalent; Associate†s degree or administrative certification preferred.
- Minimum of 2 years†experience in an administrative or medical office setting.
- Strong organizational and time management skills.
- Excellent written and verbal communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Ability to maintain confidentiality and professionalism at all times.
- Experience working in a healthcare or rehabilitation services environment is a plus.
Preferred Qualifications (if any) - Previous experience with electronic medical records (EMR) systems.
- Background in scheduling or coordinating therapy or clinical services.
Certifications (if any) Administrative or Medical Office Assistant certification preferred but not required. Education: High School
Certification: Medical Office Assistant Certification