The ideal person for the job will be a problem solver with excellent communication skills and impeccable attention to detail. He/she will have previous experience working in a medical office environment, performing administrative tasks and providing support to coworkers. The ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position.
Objectives of this Role
- Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests
- Work daily directly with the Practice Administrator ensuring communication amoung multiple offices is received and assisting with daily operational or project tasks
- Delegating and/or performing tasks as the Practice Administrator assigns them.
- Following up on all pending and current tasks with the Practice Administrator providing a second set of eyes and attention to detail to ensure nothing is missed
- Ensure optimal operation of office equipment, supplies, and inventories with preventive maintenance
- Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, office layout, etc.
- Coordinate internal and external resources to expedite workflow
- Oversee and achieve organizational goals along side the Practice Administrator while upholding best practices
Daily and Monthly Responsibilities
- Provide front desk coverage, including managing a busy, multi-line phone system, greeting guests who enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment
- Provide direct administrative support to the Practice Administrator, including email correspondence, and generation and distribution of memos, letters, spreadsheets, forms, faxes, assisting with Administrators calendar and staff scheduling
- Maintain filing system, contact database, employee list, and inventories for multiple offices
- Oversee and notify Practice Administrator of inventory needs, escalated situations, patient or staff issues, and other escalated details.
Skills and Qualifications
- High school diploma or equivalent
- Proven administrative assistant experience
- Superb written and verbal communication skills
- Strong time-management skills and multitasking ability
- Proficient in Microsoft Office, with aptitude to learn new software and systems
- Ability to follow up and keep track of all pending tasks, projects, call-backs, issues, etc for the Practice Administrator to ensure nothing is missed
- Personality that allows you to deal with difficult people and situations.
Preferred Qualifications
- College degree
- Previous success in office management
- Experience in a healthcare setting
- Experience managing budgets and expenses
- Experience developing internal processes and filing systems
- Comfortable handling confidential information
Job Type: Full-time
Pay: $25.00 - $35.00 per hour
Benefits
- 401(k) matching
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Professional development assistance
- Vision insurance
Experience
- Assistant Administrative: 3 years (Required)
Work Location: In person
