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Administrative Assistant

The Administrative Assistant is responsible for servicing the IT Department and ensuring compliance with HIPAA, PCI, and Standard Operating Procedures. The Administrative Assistant is responsible for leading change management meetings, reporting time tracking, managing cost containment and budgeting, supporting recruitment efforts, and additional tasks in support of the IT organization.

Essential Duties and Responsibilities

  • Work under the supervision and guidance of the Chief Information Officer to ensure IT compliance with HIPAA, PCI, and Standard Operating Procedures
  • Update IT’s Standard Operating Procedures on an annual basis, ensuring compliance and training of departmental staff
  • Conduct quarterly audits of the department’s Standard Operating Procedures to ensure compliance and adherence to the policies
  • Facilitate bi-weekly change management meetings and work with team members to comply with change management procedures
  • Coordinate the job requisition process and its approval
  • Coordinate with vendors to facilitate recruitment efforts to successfully recruit qualified candidates
  • Contain and allocate costs through budget tracking, invoice validation, and contract negotiations
  • Responsible for the reporting of the Project Tracking Tool, ensuring team members submit their time and that reports are submitted to accounting on time
  • Maintain organizational documents to include departmental organizational chart, IT Newsletter, status reports, agendas, and meeting minutes
  • Support IT Leadership as needed, scheduling meetings and coordinating travel as requested
  • Available during non-business hours to resolve issues as needed
  • Other duties as assigned


  • Excellent written and verbal communication skills.
  • Excellent organizational and time management skills.
  • Proficient in MS Office (Word, Excel, Outlook)
  • Strong problem solving and analytical skills
  • Attention to detail with the ability to identify problem areas proactively

Education and Experience

  • High School Diploma or equivalent.
  • Associate’s degree or Bachelor’s degree preferred.
  • Two years of hands on administrative support experience.Will substitute relevant work experience for education.


Work Environment / Physical Demands

This position is in a typical office environment which requires prolonged sitting in front of a computer.  Requires hand-eye coordination and manual dexterity sufficient to operate standard office equipment including operation of standard computer and phone equipment.  May have occasional high stress when dealing with customers/clients.  


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