Administrative Assistant, OCHIN / Epic Implementation

Position: Temporary Administrative Assistant, OCHIN / Epic Implementation

Reports To: Director of Strategic Initiatives

Schedule: Temporary, full-time, one-year assignment

Position Location/Department: 

Job Summary: Sheridan Community Hospital is seeking a highly organized and dependable Temporary Administrative Assistant to support the OCHIN / Epic implementation. This one-year position will provide administrative, documentation, scheduling, communication, and project coordination support to the Director of Strategic Initiatives and implementation workgroups. The role is designed to help keep project information organized, meetings productive, follow-up visible, and implementation work moving forward.

This is not a routine clerical position and does not require Epic experience. The strongest candidate will enjoy bringing order to complex work, maintaining accurate trackers and files, turning meetings into clear next steps, following up respectfully, and staying steady when priorities shift. Key qualities include organization, follow-through, attention to detail, communication, professionalism, confidentiality, technology proficiency, and sound judgment.

Essential Duties and Responsibilities: 

• Provide administrative and project coordination support to the Director of Strategic Initiatives and OCHIN / Epic implementation workgroups.
• Coordinate project meetings, calendars, agendas, attendance, room logistics, virtual meeting details, and related materials.
• Prepare clear meeting summaries that capture decisions, risks, unresolved questions, action items, owners, due dates, and follow-up needs.
• Maintain current project trackers, rosters, stakeholder lists, decision logs, issue lists, workflow documentation trackers, and implementation deliverable lists.
• Help maintain a reliable project source of truth by organizing shared files, using agreed naming conventions, supporting version clarity, and keeping materials easy to find.
• Support tracking of OCHIN / Epic implementation deliverables, questionnaires, workflow documentation, training rosters, readiness materials, and other assigned project requirements.
• Draft routine project communications, reminders, meeting follow-ups, and status updates for review or distribution.
• Follow up professionally with task owners to keep deadlines, missing information, and next steps visible.
• Escalate overdue items, unclear ownership, readiness risks, missing information, or barriers that may affect project timelines or implementation work.
• Maintain confidentiality and handle projects, staff, operational, and patient-related information with discretion and sound judgment.

Required Qualifications

• Minimum education requirement: High school diploma, GED, or equivalent required.
• Relevant experience in administrative support, office coordination, project support, healthcare support, operations support, or a similar setting. Two or more years preferred, but equivalent experience will be considered.
• Proficiency with Microsoft Word, Excel, Outlook, Teams, and shared documents or file management required. Examples may include creating documents, maintaining spreadsheets or trackers, managing email/calendar requests, participating in Teams meetings, organizing shared folders, or updating shared files.
• Ability to organize complex work, track multiple deadlines, and keep owners, due dates, and next steps visible. Examples may include maintaining task lists, action item logs, project trackers, rosters, checklists, or deadline calendars.
• Ability to create and maintain accurate trackers, lists, agendas, meeting notes, organized files, and routine project documentation.
• Strong written and verbal communication skills, attention to detail, confidentiality, discretion, and sound judgment.

Preferred Qualifications

• Preferred education or training: Associate degree, certificate, coursework, or other training in business, healthcare administration, office administration, project coordination, or a related field.
• Prior experience in healthcare, hospital, clinic, rural health, revenue cycle, quality, information technology, training, or operations environment.
• Prior exposure to electronic health records, Epic, OCHIN, healthcare workflows, healthcare terminology, or clinical/operational implementation work.
• Experience supporting a formal project, implementation, committee, steering group, cross-functional workgroup, or change initiative.
• Prior experience using project collaboration tools such as SharePoint, Smartsheet, project logs, or shared project hubs.