Kinwell
Administrative Assistant
Kinwell, Mountlake Terrace, Washington, United States, 98043
Kinwell was founded on the principle of personalized, whole-hearted care for every patient. We believe the best healthcare is a conversation, and one that includes nutrition, fitness, sleep, and behavioral health. Our Clinicians and Clinic Support staff drive real change in their patient's well-being. Along the way, we are setting a new standard for primary care, making it more accessible, impactful, and holistic.
We are dedicated to building great places to work. We value all teammates and respect a diversity of thought, ideas, and cultures-all focused on the common goal of nurturing the health of those we serve.
Kinwell fosters a culture that promotes employee growth, collaborative innovation, and inspired leadership. We bring agility to work every day and thrive on the opportunity to create something refreshing and new. This is where you come in. If you are looking for a new primary care opportunity, one based on the quality of care, not the quantity of patients, please consider our available positions.
The
Administrative Assistant
will provide comprehensive administrative support to the Director of Clinical Operations and Kinwell's Practice Managers in a busy medical clinic. The role is critical to ensuring the seamless execution of clinic administrative operations by managing key administrative functions, optimizing workflows, and acting as a liaison between clinical teammates and leadership. This position requires a high degree of professionalism, organization, attention to detail, and the ability to handle sensitive information with discretion.
What you'll do:
Administrative Support and Operational Oversight (50%)
• Provide direct support to the Director of Clinical Operations and clinic Practice Managers by managing complex calendars, coordinating high-level meetings, and organizing travel arrangements and reimbursements.
• Serve as the primary point of contact for internal and external communications, managing correspondence and facilitating effective communication between the Director of Clinical Operations, Practice Managers and other stakeholders.
• Oversee the management of clinical and administrative workflows to ensure efficiency and compliance with Kinwell's policies and practices. (e.g., HIPAA).
• Act as a key liaison between the Director of Clinical Operations, Practice Managers, medical teammates, and other departments, facilitating smooth communication and problem-solving across functions.
• Handle incoming calls, emails, and other communications, ensuring timely and professional responses.
Vendor Billing and Clinic Support (20%)
• Manage billing inquiries, processing invoices, and tracking payments in collaboration with the clinic's billing department and Practice Managers.
• Support Practice Managers in financial reporting and budget tracking.
• Assume full responsibility for clinic office supply ordering, inventory management, and ensuring timely procurement of necessary materials.
• Oversee purchase order (PO) processes and manage relationships with external vendor, ensuring compliance with budgetary guidelines and vendor contracts.
• Collaborate with Practice Managers and clinic teammates to forecast supply needs and optimize procurement workflows, ensuring cost-effectiveness and availability of critical supplies.
Project and Event Management (20%)
• Lead the coordination of clinic-wide initiatives, teammate training, special projects, and meetings.
• Support and drive special projects, including data collection, analysis, and report generation.
• Work to identify and implement process improvements that streamline operations and enhance the patient experience.
Scheduling and Coordination (10%)
• Manage cross-functional schedules and workflows to support clinic performance, including resource allocation and teammate deployment.
What you'll bring:
• Bachelor's degree or four (4) years' work experience.
• Five (5) years experience as an Administrative Assistant or Executive Assistant or equivalent experience.
• Deep familiarity with healthcare operations, medical terminology, and clinic management systems (e.g., Epic).
(Preferred)
• Experience in strategic project management, process improvement, and change management within a clinical or healthcare setting.
(Preferred)
• Leadership experience in team coordination and administrative oversight.
(Preferred)
Vaccine Requirement
Kinwell currently requires all teammates to provide proof of or complete a written attestation of a religious or medical exemption for influenza, COVID-19, and Hepatitis B vaccines. Healthcare providers may also be subject to CDC recommended vaccines.
Working Environment
Work is primarily performed in an office setting within a healthcare organization, which may include proximity to patient care areas.
The work environment is quiet, but may involve some interruptions, high-paced demands and interactions with various departments.
Occasional travel may be required.
This role will require the ability to navigate within clinical or administrative areas of a healthcare organization.
Physical Requirements
The following have been identified as essential physical requirements of this job and must be performed with or without an accommodation:
This is primarily a sedentary role with prolonged periods of sitting at a desk and working on a computer.
Ability to life or carry items weighing up to 25 pounds; occasionally may need to bend, stoop, or reach to retrieve items.
What we offer:Paid Time Off & Paid HolidaysMedical/Vision/Dental InsurancePersonal Funding Accounts (HSA, FSA, DCA)401KBasic Life InsuranceDisability-Short Term and Long-TermSupplemental Life and ADD&DEducation & DevelopmentEmployee AssistancePassport Discount Program
Equal employment opportunity/affirmative action:
Kinwell is an equal opportunity/affirmative action employer. Kinwell seeks to attract and retain the most qualified individuals without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, gender or gender identity, sexual orientation, genetic information or any other protected characteristic under applicable law.
If you need an accommodation to apply online for positions at Kinwell, please contact Kinwell Human Resources via email at hr@kinwellhealth.com.
The pay for this role will vary based on a range of factors including, but not limited to, a candidate's geographic location, market conditions, and specific skills and experience.
National Salary Range:$55,700.00 - $89,100.00
National Plus Salary Range:$63,500.00 - $101,600.00
*National Plus salary range is used in higher cost of labor markets including Western Washington and Alaska.
We are dedicated to building great places to work. We value all teammates and respect a diversity of thought, ideas, and cultures-all focused on the common goal of nurturing the health of those we serve.
Kinwell fosters a culture that promotes employee growth, collaborative innovation, and inspired leadership. We bring agility to work every day and thrive on the opportunity to create something refreshing and new. This is where you come in. If you are looking for a new primary care opportunity, one based on the quality of care, not the quantity of patients, please consider our available positions.
The
Administrative Assistant
will provide comprehensive administrative support to the Director of Clinical Operations and Kinwell's Practice Managers in a busy medical clinic. The role is critical to ensuring the seamless execution of clinic administrative operations by managing key administrative functions, optimizing workflows, and acting as a liaison between clinical teammates and leadership. This position requires a high degree of professionalism, organization, attention to detail, and the ability to handle sensitive information with discretion.
What you'll do:
Administrative Support and Operational Oversight (50%)
• Provide direct support to the Director of Clinical Operations and clinic Practice Managers by managing complex calendars, coordinating high-level meetings, and organizing travel arrangements and reimbursements.
• Serve as the primary point of contact for internal and external communications, managing correspondence and facilitating effective communication between the Director of Clinical Operations, Practice Managers and other stakeholders.
• Oversee the management of clinical and administrative workflows to ensure efficiency and compliance with Kinwell's policies and practices. (e.g., HIPAA).
• Act as a key liaison between the Director of Clinical Operations, Practice Managers, medical teammates, and other departments, facilitating smooth communication and problem-solving across functions.
• Handle incoming calls, emails, and other communications, ensuring timely and professional responses.
Vendor Billing and Clinic Support (20%)
• Manage billing inquiries, processing invoices, and tracking payments in collaboration with the clinic's billing department and Practice Managers.
• Support Practice Managers in financial reporting and budget tracking.
• Assume full responsibility for clinic office supply ordering, inventory management, and ensuring timely procurement of necessary materials.
• Oversee purchase order (PO) processes and manage relationships with external vendor, ensuring compliance with budgetary guidelines and vendor contracts.
• Collaborate with Practice Managers and clinic teammates to forecast supply needs and optimize procurement workflows, ensuring cost-effectiveness and availability of critical supplies.
Project and Event Management (20%)
• Lead the coordination of clinic-wide initiatives, teammate training, special projects, and meetings.
• Support and drive special projects, including data collection, analysis, and report generation.
• Work to identify and implement process improvements that streamline operations and enhance the patient experience.
Scheduling and Coordination (10%)
• Manage cross-functional schedules and workflows to support clinic performance, including resource allocation and teammate deployment.
What you'll bring:
• Bachelor's degree or four (4) years' work experience.
• Five (5) years experience as an Administrative Assistant or Executive Assistant or equivalent experience.
• Deep familiarity with healthcare operations, medical terminology, and clinic management systems (e.g., Epic).
(Preferred)
• Experience in strategic project management, process improvement, and change management within a clinical or healthcare setting.
(Preferred)
• Leadership experience in team coordination and administrative oversight.
(Preferred)
Vaccine Requirement
Kinwell currently requires all teammates to provide proof of or complete a written attestation of a religious or medical exemption for influenza, COVID-19, and Hepatitis B vaccines. Healthcare providers may also be subject to CDC recommended vaccines.
Working Environment
Work is primarily performed in an office setting within a healthcare organization, which may include proximity to patient care areas.
The work environment is quiet, but may involve some interruptions, high-paced demands and interactions with various departments.
Occasional travel may be required.
This role will require the ability to navigate within clinical or administrative areas of a healthcare organization.
Physical Requirements
The following have been identified as essential physical requirements of this job and must be performed with or without an accommodation:
This is primarily a sedentary role with prolonged periods of sitting at a desk and working on a computer.
Ability to life or carry items weighing up to 25 pounds; occasionally may need to bend, stoop, or reach to retrieve items.
What we offer:Paid Time Off & Paid HolidaysMedical/Vision/Dental InsurancePersonal Funding Accounts (HSA, FSA, DCA)401KBasic Life InsuranceDisability-Short Term and Long-TermSupplemental Life and ADD&DEducation & DevelopmentEmployee AssistancePassport Discount Program
Equal employment opportunity/affirmative action:
Kinwell is an equal opportunity/affirmative action employer. Kinwell seeks to attract and retain the most qualified individuals without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, gender or gender identity, sexual orientation, genetic information or any other protected characteristic under applicable law.
If you need an accommodation to apply online for positions at Kinwell, please contact Kinwell Human Resources via email at hr@kinwellhealth.com.
The pay for this role will vary based on a range of factors including, but not limited to, a candidate's geographic location, market conditions, and specific skills and experience.
National Salary Range:$55,700.00 - $89,100.00
National Plus Salary Range:$63,500.00 - $101,600.00
*National Plus salary range is used in higher cost of labor markets including Western Washington and Alaska.