Administrative Assistant

TAPESTRY 360 HEALTH•Chicago, IL

7d•$45,000 - $55,000•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative and operational support across multiple departments at Tapestry 360 Health. This role ensures the smooth execution of daily office functions by serving as a central coordination point for shared administrative services. Responsibilities include managing front-office communication, coordinating schedules and training, maintaining organizational policies and manuals, tracking contracts and renewals, and supporting department workflows. The Administrative Assistant plays a critical role in promoting organizational efficiency, supporting compliance requirements, and maintaining a well-organized, responsive office environment. This position contributes to the effective delivery of services by ensuring administrative processes are consistent, timely, and aligned with the needs of a mission-driven healthcare organization.

Requirements

Associate’s degree in Business Administration, Healthcare Administration, Human Resources, or a related field required; Bachelor’s degree preferred
Minimum of 3–5 years of administrative or operational support experience, preferably in a healthcare, nonprofit, or multi-department environment
Experience supporting multiple leaders or departments and managing competing priorities
Experience with contract tracking, credentialing support, training coordination, or compliance documentation strongly preferred
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with HRIS or ADP is a plus.
Excellent organizational, time management, and written/verbal communication skills
Ability to maintain a high level of confidentiality and professionalism
Strong attention to detail and ability to handle multiple tasks simultaneously
Customer service orientation and ability to work collaboratively with diverse teams
Experience maintaining shared databases, tracking tools, or document management systems
Strong written and verbal communication skills with the ability to interact professionally with staff, providers, external partners, and leadership
Demonstrated ability to work independently, prioritize tasks, and follow through with minimal supervision
Strong customer-service orientation and a collaborative, team-focused approach

Nice To Haves

Bachelor’s degree preferred
Experience in an FQHC, healthcare, or regulated environment preferred
Knowledge of healthcare compliance, accreditation, or regulatory requirements preferred

Responsibilities

Serve as a primary point of contact for visitors and incoming calls to the administrative office
Receive, sort, and distribute mail and packages
Order office supplies and maintain inventory for administrative departments
Provide cross-coverage and backup support for other administrative functions as needed
Prepare, proofread, and format correspondence, reports, spreadsheets, and internal communications
Provide data entry and maintain information within internal systems and shared tracking tools
Coordinate logistics for meetings, trainings, staff recognition activities, and organizational events
Manage calendars, schedule meetings, and reserve conference rooms and equipment
Track administrative deadlines and maintain shared databases, trackers, and workflow tools
Track provider contracts, agreements, licenses, certifications, and other time-sensitive documentation
Maintain renewal calendars and issue reminders to ensure timely completion
Coordinate with internal departments and external partners to obtain required documentation
Prepare, track and distribute provider agreements
Provide administrative support for staff credentialing efforts
Track completion of mandatory training, certifications, and license renewals
Maintain organizational policies and procedures, including version control, approval tracking, and scheduled review cycles
Support updates to employee handbooks, departmental manuals, and operational policies
Maintain organized, accessible policy repositories to support regulatory and accreditation compliance
Coordinate onboarding, compliance, and internal training schedules across departments
Support scheduling, onboarding, and coordination of clinical preceptors, students, and trainees
Maintain training calendars, attendance records, and completion documentation
Provide administrative support for audits, site visits, and accreditation activities
Assist with special projects and organizational initiatives as assigned