Administrative Assistant II - Construction (Medical Office Assistant / Scheduling Specialist / Patient Services Coordinator)

Overview

At Augusta Health, your work matters — and so do you. Whether you're delivering direct patient care, supporting operations, or innovating behind the scenes, every role contributes to our mission of promoting wellness and healing through compassionate service. We offer more than just a job — we offer a purpose-driven career in a nationally recognized, independent health system located in Virginia’s scenic Shenandoah Valley.

Learn more about career opportunities on our Careers Page.

Our team members thrive in a supportive culture that values collaboration, integrity, and excellence. With opportunities across clinical and non-clinical areas, Augusta Health is a place where your skills make a difference, and your growth is a priority.

Why Join Augusta Health?

We believe in taking care of the people who care for our community. That’s why Augusta Health offers a comprehensive and thoughtfully designed benefits package that supports your well-being, career development, and work-life balance. Whether you're launching your career or bringing in years of experience, we provide the tools, resources, and encouragement to help empower you to reach your full potential — personally, professionally, and financially.

Explore our Benefits, current Hiring Incentives, and our Taking Care of Us initiative — which embraces Belonging, Respect, Inclusion, Diversity, Growth, and Equity (B.R.I.D.G.E.) — to see how we invest in our team members and culture.

Total Rewards & Benefits (may vary by position)

• Comprehensive insurance package including medical, dental, and vision coverage
• Retirement savings plans and financial wellness support programs
• Generous paid time off and flexible scheduling to promote work-life balance
• Career development programs including clinical ladders, shared governance, and advancement opportunities
• Personalized onboarding with dedicated preceptors and ongoing educational support
• Tuition reimbursement and access to onsite childcare
• Free onsite parking, 24/7-armed security for your safety, a Health Fitness Reimbursement Program, and an onsite credit union and pharmacy
• Competitive pay with shift/weekend differentials
• Employee discounts at the cafeteria, gift shop, pharmacy, and local entertainment venues (i.e., movie tickets)

Full details are available on our Benefits Page.

Job Summary

The Administrative Assistant II performs a variety of support functions within the Construction Department, including but not limited to administrative, secretarial, project documentation and administration. Utilizes decision making and problem-solving skills with sound judgement and discretion. Demonstrates a professional approach in interpersonal relationships with all staff and vendors. Performs other duties as required.

This position plays a critical role in supporting Augusta Health’s mission and advancing departmental goals through measurable performance indicators and service excellence. This position contributes to a collaborative, patient-centered environment and helps drive outcomes aligned with organizational priorities.

Essential Job Duties

• Educational Responsibilities
  
  • Assumes responsibility for own personal continuing education and developmental needs. Attends meetings, workshops and seminars to enrich personal knowledge, growth and skill.
  • Attends and participates in all required in-services.
  • Meets Augusta Health annual continuing education requirements.
• Administrative Support
  
  • Performs a variety of secretarial and clerical related duties as assigned.
  • Answers phones and directs calls to appropriate persons in a courteous and mannerly fashion.
  • Interviews/screens callers and makes proper referral.
  • Serves as a liaison between departments, vendors and outside companies.
  • Prepare/send/coordinate with vendors/contractors for requests for proposals.
  • Order and maintain office supplies.
  • Create word, excel, power point documents and email communications.
  • Assembles meeting minute and agendas for Construction Department.
  • All communications and meeting minutes will be grammatically correct, contain accurate information and be professionally polished document.
  • Ability to develop and compile data into excel spreadsheets.
  • Ability to Manage the Directors calendars.
  • Ability to coordinate remote meetings such as Teams.
  • Act as a key operator for fax/copy/scanner machines.
  • Responsible for mail and fax distribution, including priority packages.
  • Meetings: arrange room reservations, room set-ups, catering and AV, prepare agendas, minutes and sign-in sheets, send meeting invitations/notices via email, communicate pertinent meeting information to team members and attend meetings to assist with miscellaneous functions.
  • Travel: process registration, room reservations, flights, rental car and travel reimbursement requests as requested.
  • Files: maintain all documentation as requested. Assure easy accessibility.
  • Codes invoices and submits for payments daily.
  • Tracks Budget Process expenditures for the Construction Department through Procore and keeps budget requisitions including information on monies spent.
  • Works closely with Purchasing department and Finance to reconcile monthly project spend
  • Assist in identifying opportunities for savings within the division.
  • Provide other related duties incidental to this position as needed.
  • Prepares on boarding packets for new hires.
  • Timekeeping Construction dept personnel and other team members as needed – document any scheduled/unscheduled days off, daily time keeping and adjustments, PTO tracking, weekly payroll approval for dept supervisor, compliance coordinator and maintenance personnel.
• Projects
  
  • Organize/assist with tracking of all construction projects.
  • Assist in the preparation of data collection, assist in editing and formatting the results as requested.
  • Arrange room reservations, catering, AV assistance and room set ups for all meetings, keep accurate spreadsheets for all meetings of those invited and able to attend, organize informational packet and invitations for members invited to meetings, organize and escort construction visitors, greet and direct them to meeting locations.
• Safety
  
  • Maintain all safety orientation meetings and documentation. Organize and prepare all documentation required, security/badging, annual renewal notifications etc.
• Communications
  
  • Prepares staff communication tools, newsletters, etc. as requested.
• Other
  
  • Assures compliance to Augusta Health standards and values by contractor teams for assigned projects.
  • Participate in project planning and coordination meetings.
  • Coordinates activities with Maintenance and Operations staff as well as clinical customers and assures proper procedural documentation and methods.
  • Assist Project staff with file management including scanning copies of contracts, contract documents, and drawings.
  • Updates the departmental library of standards, details, and inventories of materials for use on future projects provided by Project staff.
  • Performs various job-related duties as assigned.
• Professional Expectations
  
  • Maintains patient and organizational confidentiality.
  • Maintains all Augusta Health Service Standards.
• Data collection / entry / presentation
  
  • Is knowledgeable of external data systems.
  • Ensures accurate and timely data collection and submission.
  • Seeks clarification from the appropriate persons when unsure of accuracy of data collection.
  • Assist in the development of presentation(s) related to the analysis of data results.
  • Reports concerns to the appropriate leader in a timely manner.

Required Qualifications

• Education: High School Diploma or Equivalent
• Licensure/Certification: None
• Experience: Minimum of 3 years' experience as an administrative assistant or equivalent experience in a construction office setting
• Driver's License: N/A
• Eligibility to work in the United States and meet Virginia state employment requirements

Preferred Qualifications

• Education: None
• Licensure/Certification: None
• Experience: Previous experience as an administrative assistant in a healthcare setting
• Prior experience in a hospital, healthcare system, or related service-oriented environment
• Familiarity with Augusta Health’s systems, workflows, or organizational culture is a plus

Competencies, Knowledge, Skills and Abilities

• Knowledge of basic grammar and mathematical principles to review invoicing and billing for completeness.
• Extremely neat in appearance with a personable, tactful, and courteous manner in dealing with a wide variety of people.
• Position involves planning, judgement, and rapid adjustment to the unexpected.
• Excellent written and oral communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Publisher, PowerPoint)
• Demonstrated time management skills.
• Ability to work independently and use problem solving skills in a variety of functions.
• Strong organizational skills.
• Completion of tasks in a thorough and timely fashion.
• Ability to perform detailed assignments and work constantly under changing situations.
• Ability to multitask and prioritize.
• Willingness to learn new skills.
• Accountable for own conduct and promotes good working relationships that reflect the Augusta Health organizational philosophy.
• Fosters good public relations for the department and organization.
• Must have flexibility with work schedule.

About Augusta Health

Augusta Health is an independent, nonprofit, mission-driven health system located in Fishersville, Virginia, in the heart of the Shenandoah Valley. We offer a full continuum of inpatient and outpatient services, including Augusta Medical Center—a 255-bed facility—and Augusta Medical Group, which operates 40 practice locations and four urgent care centers. Our commitment to excellence, innovation, and compassionate care makes Augusta Health a leading employer and healthcare provider in the region.

Discover more about our history, values, and community impact on our About Us Page.

Equal Opportunity Statement

Augusta Health recruits, hires, and promotes qualified candidates for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran or military discharge status, and family medical or genetic information.

We are committed to fostering a diverse and inclusive workplace in accordance with federal and Virginia state employment laws.