Administrative Assistant

Position Overview The Administrative Assistant provides essential administrative support to the leadership team and daily operations at Michigan Auto Case Management. This role ensures administrative efficiency, facilitates clinical and business functions, and serves as a liaison between internal staff, clients, and external providers in a fast\-paced virtual office environment. The Administrative Assistant manages executive calendars and correspondence, supports client intake processes, assists with medical record organization, and contributes to smooth internal and external communications. This position requires strong organizational skills, technical proficiency with Microsoft 365 tools, and the ability to handle confidential information in compliance with HIPAA standards. Key Responsibilities Executive \& Administrative Support Manage executive/company calendars, schedule meetings, and coordinate appointments for leadership team. Handle incoming emails and calls, respond to inquiries professionally, and direct to appropriate staff. Prepare, format, and distribute internal and external communications including reports, memos, and presentations. Organize and maintain electronic filing systems for administrative documents and records. Client Intake \& Onboarding Support Support client intake processes including documentation preparation, data entry, and initial file setup. Verify client information, insurance details, and referral documentation completeness. Prepare client welcome packets, intake forms, and acknowledgment correspondence. Track new client onboarding status and follow up on missing documentation. Medical Record Processing Assist with medical record requests, receipt, and organization for case managers. Scan, index, and upload medical documents to secure SharePoint folders. Verify completeness of incoming records and flag discrepancies for clinical team review. Maintain organized digital filing system for active client medical records per HIPAA standards. Technology \& System Support Utilize Microsoft 365 suite (Outlook, Word, Excel, Teams, SharePoint) for all administrative functions. Support RingCentral phone system operations including call routing and voicemail management. Maintain activity logs, spreadsheets, and dashboards for operational tracking. Troubleshoot basic technical issues and escalate to Operations Manager as needed. Communication \& Liaison Duties Serve as first point of contact for internal staff, clients, referral sources, and external providers. Coordinate communication between case managers, attorneys, insurance adjusters, and medical providers. Schedule and prepare materials for team meetings, case reviews, and stakeholder calls. Document meeting outcomes, action items, and follow\-up responsibilities. Compliance \& Confidentiality Maintain strict confidentiality of all client health information per HIPAA regulations. Follow company protocols for secure document handling, data entry, and information sharing. Assist with compliance documentation including training records and acknowledgment forms. Flag potential compliance issues or documentation gaps to Operations Manager. Qualifications Required 2–5 years of administrative support experience, preferably in healthcare, legal, or case management settings. Advanced proficiency in Microsoft Office 365 suite (Outlook, Word, Excel, Teams, SharePoint). Knowledge of HIPAA regulations and healthcare compliance requirements. Experience with RingCentral or similar VoIP phone systems. Strong organizational skills with meticulous attention to detail. Excellent written and verbal communication skills with professional customer service demeanor. Demonstrated ability to handle confidential information with discretion. Comfortable working in virtual office environments with remote collaboration tools. Preferred Associate degree in business administration, healthcare administration, or related field (or equivalent experience). Bachelor’s degree in business administration, healthcare administration, or information technology. Experience in medical case management support, medical office administration, or healthcare billing. Familiarity with Michigan auto insurance No\-Fault processes or legal medical documentation. Experience with CRM systems or electronic health record systems. Core Competencies Exceptional organizational and time management skills with ability to prioritize multiple tasks. Proactive problem\-solving and anticipation of leadership team needs. Professional communication across all levels from executives to external stakeholders. Technical proficiency with virtual office tools and rapid adaptation to new systems. Meticulous attention to detail in documentation and data management. Discretion and professionalism when handling sensitive client health information. Working Conditions Hybrid remote work environment. Flexible day shift schedule with occasional weekend availability as needed. Primarily computer\-based work with frequent phone and video conferencing. Minimal travel required for local errands, document pickup, or team meetings. Physical Requirements Ability to sit for extended periods at computer workstation performing data entry and administrative tasks. Manual dexterity for frequent computer keyboard and telephone use. Clear verbal communication ability for phone, video conferencing, and in\-person interactions. Occasional light lifting (up to 25 lbs.) for office supplies or document transport. Disclaimer This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Duties and responsibilities may be modified or expanded based on organizational needs and the evolving nature of the role. Job Type: Contract Pay: $17\.00 \- $22\.00 per hour Benefits: Flexible schedule Work Location: Hybrid remote in Ypsilanti, MI 48197