Clinical Division Administrative Assistant

Clinical Division Administrative Assistant

Location: Casselberry, FL

Department: Clinical

Reports to: Clinical Transitions Manager

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Do you want to change lives? Are you interested in helping international clinicians achieve their American Dream? If so, join us at Avant!

Avant Healthcare Professionals is the premier recruiting and staffing specialist for internationally educated healthcare professionals. Our comprehensive program guides qualified registered nurses, physical and occupational therapists through each stage of the licensure and immigration process and makes it simple! Avant Healthcare Professionals has grown 40 percent annually since its inception in 2003, and with healthcare and social assistance employment projected to grow by 3.4 million, healthcare staffing is a thriving industry. While experiencing a period of tremendous growth, Avant offers opportunities for leadership roles, ongoing education, and comprehensive professional development to all employees.

Summary of Position Role/Responsibilities

The Clinical Administrative Assistant is primarily responsible for providing operational and administrative support to teams within the Clinical division such as the Clinical Transitions Program (CTP), Clinical Preparation Program (CPP), Quality Assurance, and more. This position reports to the Clinical Transitions Manager but will support managers within other Clinical teams as well for day-to-day tasks. This Clinical Administrative Assistant is directly responsible for maintaining all process improvement objectives for the clinical team and should be highly organized, detail oriented and most importantly personable and approachable.

Essential Functions of The Job 

  • Provide clerical and administrative support to the various teams within the Clinical division and Clinical Management team 
  • Provide exceptional customer support to Healthcare Professionals (HCPs) by assisting with technical issues related to internal programs and systems 
  • Assign online trainings as needed to all HCPs and monitor completion 
  • Compile weekly CPP metrics and reports 
  • Facilitate the set-up, recording, operation, and management of CPP and Avant University webinars 
  • Maintain clinical and technical equipment and report/troubleshoot any problems in a timely manner to avoid program disruptions 
  • Collaborate with other departments at Avant as necessary (Client Services, Licensure, NCLEX, AEP, etc.) 
  • Assist with record keeping and clerical tasks associated with the Continuing Education Department (ANCC) 
  • Maintain accurate information in all internal databases, and programs such as; LearnUpon, Go to Webinar and Lippincott 
  • Review all incoming HCPs in detail and generate hand-off report for CTP readiness 
  • Upload learning transcripts as HCPs complete CPP 
  • Provide updates as required to CPP Manager and CTP Nurse Instructors for incoming HCP groups 
  • Enroll HCPs in prearrival webinars and Avant University webinars for those active on assignment 
  • Provide coverage during planned and unplanned absences across departments as required 
  • Assist with main lobby coverage as needed 
  • Assist with the preparation of team and multi-departmental meetings, 
  • Attend and participate in meetings when needed and follow up on identified/assigned tasks in a timely manner

Marginal Functions of The Job 

Other duties as assigned

Normal Work Schedule

This is a full-time position. Standard business hours are Monday through Friday 8:00AM TO 5:00PM. This employee may work more than 40 hours weekly to meet the minimum requirements of the role.

Education, Training, And Experience 

  • High School diploma or equivalent required, or equivalent combination of education and experience 
  • Associate’s degree preferred 
  • Minimum 2 years of experience in administrative support, customer service, clinical support, and/or related experience and/or training required 
  • Exceptional written and verbal communication skills 
  • Ability to collaborate effectively with others on a team 
  • Excellent time management skills 
  • Strong organizational skills and ability to handle multiple priorities at once 
  • Strong sense of urgency with high priority tasks and able to meet deadlines 
  • Proficient with Microsoft Office products, Adobe, and electronic database management

Required Licenses, Certifications, and Other Specific Requirements of Law 

  • Health Insurance Portability and Accountability Act (HIPAA) certification, or ability to obtain and maintain

Other Characteristics of the Position

Physical Demands: 

  • Sitting for long periods at a time 
  • Regularly required to talk or hear 
  • Occasional lifting of office supplies up to 20 lbs. 
  • Vision abilities including close vision and ability to adjust focus

Mental Demands: 

  • Must understand and follow a set of clear oral and/or written procedures without deviation 
  • Performs repetitive routine tasks 
  • Withstand moderate amounts of stress 
  • Must adhere to a provided work schedule to meet a set of qualitative production standards 
  • Perform tasks that vary little from day to day 
  • Implements others’ decisions/procedures with little judgment required 
  • Must relay information orally

Work Environment: 

  • This job operates in a professional office environment. 
  • This role routinely operates standard office equipment. 
  • Minimal travel required.

Statement of Responsibility for Confidential Data 

  • Has access to, and requires daily use of, confidential records. 
  • Required by federal law to maintain strict confidentiality of “Avant” employee information and maintain security of such information. 
  • Proprietary Information and Non-Conflict Agreement required.

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Avant Healthcare Professionals is an Equal Employment Opportunity (EEO) employer and does not discriminate based on race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran's status or any other basis protected by applicable discrimination laws.

Avant Healthcare Professionals is a member of the Jackson Healthcare family of companies.