Administrative Assistant

Title: Administrative Assistant 

FLSA Status : Non-Exempt 

Reports To: Managing Nurse Practitioner / Clinic Manager / Sr Clinic Manager 

Position Summary 

The Administrative Assistant is responsible for interacting with guests in a healthcare setting and managing administrative tasks for the medical team. Their duties include welcoming patients and visitors, answering the telephone, and answering any inquiries. Scheduling appointments and keeping those appointments on time.  

Reasonable Accommodation Statement 

To perform this job successfully, an individual must be able to perform each essential duty listed below satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. 

Job Duties 

• Answers and re-routes incoming calls to the appropriate FlexCare staff members.
• Makes outgoing, post-infusion follow-up calls per FlexCare policy, to patients and/or caregivers.
• Documents patient communications within our Electronic Medical Records.  
• Handles all incoming and outgoing mail to ensure timely receipt or delivery to the intended recipient.  
• Greets, screens, and checks-in patients and visitors for their scheduled appointment time.
• Receives shipments and direct vendors when deliveries are scheduled.  
• Perform office safety audits as required by state and federal regulatory agencies.  
• Assists with over-the-phone scheduling of patient visits.  
• Provides administrative support to the management team in the form of data entry, personnel records, and other human resource department functions.  
• Organizes and schedules onsite or remote meetings for company staff, as needed. 
• Organizes and files clinic and client documents under the directive of the Clinic Manager.  

• Monitors and maintains inventory for operational supplies and patient snack bar to ensure par level. 
• Assists with maintaining a clean work environment for staff and patients that supports CDC recommendations. 
• Runs reports under the direction of the Chief Operating Officer and/or Clinic Manager.  
• Assists patients with completing necessary forms and documentation. Keeping a clean and calm reception area.
• Other duties as assigned by the Managing Nurse Practitioner or Clinic Manager.  

Competency Statements:  

• Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight. 
• Diligently attends to details and pursues quality in accomplishing tasks. 
• Builds and maintains customer satisfaction with the products and services offered by the organization; provides excellent service to internal and external customers. 
• Adapts to and working with a variety of situations, individuals, and groups. Openness to different and new ways of doing things; willingness to modify one’s preferred way of doing things. 

Supervisory Responsibility 

This role has no supervisory responsibility.  

Work Environment 

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Position Type and Expected Hours of Work 

This is a full-time position with typical working hours of Monday through Friday, 8:00 a.m. to 5:00 p.m. Hours and work shift may change in accordance with business needs.  

Required Minimum Job Qualifications, Experience, Education and Training  

Education: High School diploma or Equivalent 

Experience: Minimum 2 years experience in an office or administrative setting 

Computer Skills: Proficient with Microsoft Office (Word and Excel) 

Certifications: BLS or CPR within 45 days of hire 

Additional Eligibility Qualifications 

Must be able to accomplish any and all duties with little to no assistance. 

Other Duties 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.