Administrative Assistant (25 hours per week)

Founded in 2018, Vitae is a growing multi-specialty provider group dedicated to delivering high-quality care to residents in skilled nursing and long-term care communities. 

Our clinicians provide integrated services across internal medicine, psychiatry, psychotherapy, and podiatry working closely with facility leadership and a collaborative, multidisciplinary team to address complex medical and behavioral health needs. 

Today, Vitae supports more than 300 facilities across the Midwest and East Coast, offering providers the opportunity to practice in a team-based environment while making a meaningful impact on an often-underserved population. 

At Vitae, you’ll find a strong clinical network, experienced leadership, and the opportunity to do work that directly improves patient outcomes.

We are seeking a dependable and organized Part-Time (20 hours/week) Office Admin to support daily office operations. This role is the first point of contact for visitors and callers and plays a key role in office management, mail handling, and administrative projects. The ideal candidate is professional, detail-oriented, and comfortable multitasking in a fast-paced office environment.

 Key Responsibilities: 

Reception & Front Desk

• Greet visitors and ensure a welcoming, professional front office environment
• Answer and route incoming phone calls and emails
• Manage conference room scheduling and guest check-in

Office Management

• Maintain office supplies inventory and place orders as needed
• Coordinate with vendors (cleaning services, office services, etc.)
• Keep shared spaces organized and functional
• Assist with basic facilities-related requests

Mail & Shipping

• Receive, sort, and distribute incoming mail and packages
• Prepare outgoing mail and shipments
• Track and log deliveries as needed

Administrative Support & Projects

• Provide general administrative support to team members
• Assist with filing, data entry, document preparation, and scanning
• Support administrative projects such as organizing records, updating contact lists, or coordinating internal communications
• Perform other clerical and administrative duties as assigned

Required: 

• High school diploma or equivalent (additional education a plus)
• 1+ year of receptionist, administrative, or office support experience preferred
• Strong organizational and time-management skills
• Professional written and verbal communication skills
• Proficiency with Microsoft Office (Outlook, Word, Excel)
• Ability to handle confidential information with discretion

Key Competencies: 

• Strong written and verbal communication 
• Friendly, professional demeanor
• Reliable and punctual
• Detail-oriented and proactive
• Comfortable working independently with limited supervision

Equal Opportunity Statement 

Vitae Health is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, or any other protected status.