Entry-Level Administrative Assistant

Job Description

Entry Level Admin | Pediatrics On Demand

The Tone:
This is an entry-level position at Pediatrics On Demand, focused on supporting the operations team. The role is critical for maintaining efficient day-to-day operations and ensuring administrative tasks are completed smoothly throughout the facility. It is designed for someone eager to learn and grow within the company, taking on increasing responsibilities over time. The individual in this role will be hands-on, actively identifying and resolving issues to support a well-functioning environment.

The TL;DR
• Role: Early Career
• Location: In-person

• Team: Supports the operations team; provides updates to management.
• Mission: Ensures efficient completion of employee task lists and duties, supporting smooth day-to-day operations throughout the facility.
• Tech Stack: Microsoft Office, Google Workspace

What You’ll Actually Do
• Operational Oversight: Be present on the floor to proactively identify, address, and resolve various operational issues as they arise within the facility.
• Facility Maintenance: Perform light troubleshooting for facility-related matters, including reporting maintenance issues, restocking necessary supplies, and executing minor repairs.
• Task Monitoring & Reporting: Regularly check in with employees to ensure their daily task lists are completed accurately and on schedule, providing timely updates to management on workflow progress and any obstacles encountered.
• Vendor & Billing Coordination: Assist with the organization of bills, coordination of payments, and communication with vendors regarding invoices, supply orders, and service schedules.
• Administrative Support: Support the coordination of staff schedules, meetings, and internal communications, while also maintaining accurate administrative records, invoices, and documentation.
• Resource Management: Organize and maintain inventory levels, office supplies, and essential equipment to ensure smooth clinic operations.

The Must-Haves
• Background: High school diploma or equivalent, preparing for an entry-level administrative assistant role.
• Experience: Demonstrated comfort being present on the floor in a busy environment, ability to multitask, prioritize, and adapt to changing needs, along with a team-oriented, proactive approach and willingness to assist with vendor and billing processes (training provided).
• Skills: Strong organizational and communication skills, basic computer proficiency (including Microsoft Office and Google Workspace).
• Bonus: An Associate’s or Bachelor’s degree.