Administrative Assistant

Essential Duties & Responsibilities 

Program Administration 

• Support Fellow recruitment, onboarding, enrollment, and offboarding processes. 
• Maintain accurate Fellow, clinic, and program records.
•  Track required forms, documentation, and program deadlines.
• Prepare administrative materials and templates that support program activities. 

Operations & Compliance

• Support employment onboarding, payroll administration, and operational workflows.
• Assist with AmeriCorps enrollment, compliance, and record management.
• Maintain organizational databases and tracking systems.
• Help prepare reports, documentation, and files for grants, audits, and organizational needs.

Administrative & Operational Support 

• Coordinate meetings, schedules, and administrative logistics.
• Maintain organized electronic files, templates, and organizational documentation.
• Track recurring operational tasks and deadlines to help ensure work is completed accurately and on time.
• Assist with special projects and administrative initiatives as organizational needs evolve.

Events & Logistics 

• Support planning and logistics for orientations, trainings, meetings, and special events.
• Prepare meeting materials and event supplies.
• Coordinate registrations, scheduling, and administrative event support. 

Who You Are 

You're someone who enjoys creating order out of complexity and takes pride in helping others succeed. You find satisfaction in keeping projects organized, ensuring details don't fall through the cracks, and building systems that help a team operate more effectively. 

You are: 

• Highly organized with exceptional attention to detail.
• Dependable and proactive, following through on tasks with minimal oversight. 
• Comfortable managing multiple priorities while meeting deadlines.
• Adaptable and eager to learn new systems and processes.
• Collaborative, service-oriented, and committed to supporting your teammates.
• Professional, trustworthy, and able to handle confidential information with discretion. 

This position is ideal for someone who enjoys creating organized systems, keeping projects on track, and helping a mission-driven organization operate efficiently. The ideal candidate finds satisfaction in bringing structure to complex work, takes pride in accuracy, and enjoys supporting a team that is making a meaningful impact. 

Preferred Qualifications  

• Associate's or bachelor's degree, or equivalent professional experience.
• 2+ years of administrative, operations, nonprofit, higher education, healthcare, or office support experience preferred.
• Strong proficiency with Google Workspace (Docs, Sheets, Drive, Calendar).
• Ability to quickly learn new software and organizational systems.
• Excellent organizational, time management, and problem-solving skills.
• Strong written and verbal communication skills.
• Ability to manage confidential information with professionalism. 

Compensation & Benefits

• Part-time, up to 29 hours per week
• Starting at $20/hour (adjust as desired)
• Flexible work environment
• Professional development opportunities
• Opportunity for growth as MedServe continues to expand