[Hiring] Administrative Assistant @NIVA Health

Role Description

NIVA Health is seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide dedicated administrative and operational support to our Director of Nursing (DON) and Wound Care team. This position is ideal for someone who enjoys keeping people and processes organized, anticipating needs, following through on action items, and helping a fast-paced clinical team operate efficiently.

The Administrative Assistant will serve as a key resource to the Director of Nursing by helping manage calendars, employee time and attendance, mileage reporting, scheduling, communications, onboarding and offboarding, and other day-to-day administrative responsibilities. This is a highly collaborative role that requires excellent follow-through, discretion, communication skills, and the ability to manage multiple priorities.

Key Responsibilities

• Director of Nursing Administrative Support
  • Provide day-to-day administrative support to the Director of Nursing.
  • Manage and organize the DON's calendar, meetings, appointments, deadlines, and priorities.
  • Assist with meeting preparation, notes, follow-up items, and tracking action items through completion.
  • Help organize information, reports, correspondence, and other materials needed by the DON.
  • Proactively identify upcoming deadlines, unresolved items, and areas requiring follow-up.
  • Coordinate meetings and communication between the DON, providers, nurses, Case Management, and other departments.
• Time, Attendance & Mileage Administration
  • Assist the DON with reviewing employee timecards for completeness and accuracy.
  • Monitor time and attendance records and identify missing punches, discrepancies, or items requiring employee or manager follow-up.
  • Support timely completion of payroll-related approvals and corrections.
  • Review and track employee mileage submissions in accordance with Company procedures.
  • Maintain organized records and follow up on outstanding timekeeping, attendance, and mileage items.
  • Escalate discrepancies or concerns to the DON, Payroll, or Human Resources as appropriate.
• Patient & Provider Scheduling
  • Assist with coordinating patient and provider schedules.
  • Help identify and communicate scheduling changes, coverage needs, and potential conflicts.
  • Coordinate with Case Management and clinical leadership to support continuity of patient care.
  • Maintain accurate calendars and scheduling information.
  • Communicate schedule changes promptly to appropriate team members.
• Team Communication & Follow-Up
  • Assist the DON with communicating key operational messages, reminders, deadlines, and process updates to the team.
  • Help ensure important communications are distributed to the appropriate employees and acknowledged when necessary.
  • Track outstanding requests and follow up with responsible team members.
  • Serve as an administrative point of coordination between clinical leadership and supporting departments.
• Employee Onboarding & Offboarding
  • Coordinate administrative components of onboarding for new Wound Care team members.
  • Assist with scheduling orientation, training, introductions, and other onboarding activities.
  • Coordinate equipment and asset requests to ensure new employees have the resources needed for their roles.
  • Maintain onboarding checklists and follow up on incomplete requirements.
  • Coordinate offboarding activities following notification from HR or leadership.
  • Track and facilitate the return of Company equipment and other assets.
  • Coordinate asset recovery, shipping arrangements, and confirmation of returned property.
  • Partner with HR, IT/BII, Clinical Operations, and other departments to support an organized employee transition.

Qualifications

• 2+ years of administrative, executive support, healthcare operations, medical office, or similar experience preferred.
• Experience supporting a manager, director, or senior leader strongly preferred.
• Healthcare or clinical operations experience is a plus.
• Strong organizational and time-management skills.
• Exceptional attention to detail and follow-through.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills.
• Comfortable working with calendars, spreadsheets, email, electronic timekeeping systems, and other technology.
• Ability to handle confidential employee and patient-related information with appropriate discretion.
• Ability to work independently while maintaining strong communication with leadership and team members.
• Comfortable working in a fast-paced environment where priorities may change based on patient and operational needs.

What Success Looks Like

Success in this role means the Director of Nursing has a trusted administrative partner who helps keep priorities organized and moving forward. Timecards and mileage are reviewed timely, schedules are coordinated, action items don't get lost, employees receive important information, new team members have an organized onboarding experience, departing employees' assets are recovered, and the DON can spend more time focused on clinical leadership, employees, and patient care.

The NIVA Difference

At NIVA Health, how we work is just as important as what we accomplish. Our TROOP Core Values guide how we support our patients and one another:

• Teamwork – We work together and support the success of the entire team.
• Resilience – We adapt and remain solution-focused when priorities change.
• Open-Mindedness – We welcome new ideas and look for better ways to work.
• Ownership – We take responsibility, follow through, and solve problems proactively.
• Positivity – We approach our work and one another with professionalism and a solutions-focused mindset.

If you are highly organized, enjoy supporting leaders and teams, and take pride in being the person who keeps the details moving behind the scenes, we'd love to hear from you.

Job Type

Full-time

Pay

$1,300 per month

Work Schedule

US Timezone (East Coast)

Learn More

Learn more about us at NIVA Health and become part of NIVA Health’s mission to redefine patient care—one healing wound at a time.