Clinical Administrative Assistant

Job Title: Clinical Administrative Assistant

Department: Administration/Clinical

Reports To: Chief Medical Officer

Pay Range: $50,000FLSA Status: Full-Time Exempt

EDUCATION AND QUALIFICATIONS

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Associate degree in business administration, healthcare administration, or a related field preferred; equivalent relevant experience may be considered. Bachelor’s degree preferred.

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At least two years of progressively responsible administrative experience, including experience supporting senior leadership; healthcare or clinical leadership support experience strongly preferred.

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Healthcare, Federally Qualified Health Center (FQHC), nonprofit, or clinical-operations experience preferred.

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Experience managing complex calendars, coordinating meetings, scheduling leadership activities, tracking action items, and managing multiple deadlines.

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Experience preparing professional correspondence, presentations, reports, agendas, meeting materials, and meeting minutes.

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Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; familiarity with electronic health records (EHRs), project-tracking tools, and healthcare information systems preferred.

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Typing speed of at least 60 words per minute, with strong accuracy and attention to detail.

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Demonstrated discretion, organization, initiative, problem-solving ability, sound judgment, and effective time management.

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Ability to independently prioritize competing responsibilities, follow through on assignments, and escalate issues appropriately.

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Ability to handle sensitive and confidential clinical, personnel, and administrative information with a high level of professionalism and discretion.

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Ability to work collaboratively across clinical, operational, and administrative departments while maintaining appropriate professional boundaries and confidentiality.

About TCA

TCA Health, a Federally Qualified Health Center located on Chicago's far south side has been a provider of innovative, accessible, and quality primary care, dental, behavioral health services and more to Chicagoland's underserved communities for over 50 years! The culture at TCA Health is one of service and commitment. Our team of dedicated professionals is the reason why TCA Health continues to be one of Chicago’s leading Federally Qualified Healthcare Centers.

TCA VALUESTCA C.A.R.E.S.

Compassion: We are kind, considerate and caring.

Accountability: We take ownership for each person’s experiences.

Respect: We treat each person with dignity.

Excellence: We seek the highest level of performance in all we do.

Service: We deliver high-quality services and access to care that uplifts our communities.

POSITION SUMMARY

The Clinical Administrative Assistant provides high-level administrative and project support to the Chief Medical Officer (CMO). The position coordinates calendars, meetings, clinical schedules, provider onboarding, reporting deadlines, records, correspondence, and assigned clinical operations projects. The coordinator handles confidential information, maintains accurate tracking systems, prepares drafts and supporting materials, and promptly escalates risks or barriers to the CMO. This is a non-clinical role and does not provide patient care or supervise licensed healthcare professionals.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive and Administrative Support

• Manage the CMO’s calendar, meeting requests, correspondence, telephone messages, travel arrangements, and administrative priorities.

• Prepare confidential correspondence, presentations, reports, executive summaries, agendas, and briefing materials at the CMO’s direction.

• Research and compile information using approved internal systems, intranet resources, and external sources.

• Maintain orderly electronic and paper records in accordance with TCA Health retention, confidentiality, and security requirements.

• Process incoming and outgoing communications and route time-sensitive matters promptly.

Meetings and Follow-Through

• Coordinate provider, clinical leadership, CQI, peer review, and other meetings requested by the CMO.

• Prepare agendas, distribute materials, record accurate minutes, and issue draft minutes within two business days unless otherwise directed.

• Maintain action-item logs with assigned owners and due dates; follow up and escalate overdue items to the CMO.

Clinical Operations Coordination

• Coordinate provider schedules, PTO requests, and anticipated coverage gaps; communicate issues to the CMO and designated operational leaders for resolution.

• Support new-provider onboarding by coordinating orientation, credentialing documents, training, equipment, and electronic health record access with the responsible departments.

• Maintain trackers for provider evaluations, peer reviews, licenses, certifications, contracts, and other assigned renewal dates; notify responsible leaders in advance of deadlines.

• Coordinate administrative components of credentialing, compliance activities, audits, government reviews, and corrective-action follow-up under the direction of the responsible leader.

• Support clinical supply requests by routing needs to the appropriate department; this position is not responsible for independent clinical purchasing decisions.

Reporting and Project Support

• Collect, organize, and validate source information for board, executive, quality, grant, CQI, productivity, and other assigned reports; prepare drafts for leadership review and approval.

• Maintain a master calendar of recurring reports, meetings, audits, renewals, and deliverables, with advance reminders to responsible owners.

• Provide administrative coordination and documentation support for the 340B program and pharmacy partnerships under the direction of the CMO/340B Responsible Official and other designated leaders

• Track contracts and leases assigned to the CMO’s office and alert responsible leaders of upcoming renewals or required action.

• Lead assigned administrative projects, document progress, identify barriers, and follow through to completion within the authority delegated by the CMO.

Communication, Compliance, and Professional Standards

• Communicate professionally and effectively with leadership, providers, staff, patients, partners, and external agencies.

• Protect confidential and sensitive information and comply with HIPAA, organizational privacy policies, and information-security requirements.

• Review forms, reports, meeting materials, and data entries for completeness and accuracy before submission.

• Exercise sound judgment, recognize matters outside the position’s authority, and escalate them promptly to the CMO or appropriate leader.

• Perform other related administrative duties as assigned within the scope of the position.

CORE PERFORMANCE EXPECTATIONS

• Calendars, meeting materials, minutes, and action logs are accurate, timely, and complete.

• Recurring deadlines and renewal dates are tracked with adequate advance notice.

• Provider onboarding and schedule-coordination tasks are completed promptly, with barriers escalated before they disrupt operations.

• Reports and presentations are professionally prepared and supported by validated source information.

• Confidential information is consistently protected, and communication is professional and responsive.

BENEFITS

Eligible employees may participate in TCA Health’s comprehensive benefits program, subject to the terms of the applicable plans and policies. Benefits may include:

• Medical insurance plan options

• Dental insurance plan options

• Vision coverage

• Company-paid long-term disability coverage

• Company-paid life and accidental death and dismemberment insurance

• 401(k) plan with employer match

• Paid time off and paid holidays

• Voluntary benefits through Aflac

This job description summarizes the position’s primary responsibilities and is not an exhaustive list of every duty. Responsibilities may be modified based on organizational needs and applicable law.