What can we offer you?

Apart from job satisfaction, we can offer you:

HEALTH

• Medical, Dental and Vision benefits for you and your family, including Flexible Spending Accounts (FSA)

YOURSELF

• Paid time off policy including holidays and sick time

• Internal growth and development programs & trainings

WEALTH

• 401(k) program, life & accident insurance and disability insurance

The Clinic Administrator is responsible for providing both front-desk reception support and higher-level administrative coordination within the clinic. This role ensures a seamless participant experience while managing operational and clerical tasks critical to clinic functions.  This role provides leadership and reliable support, ensuring smooth daily operations while fostering a welcoming and organized environment for both patients and staff.

Key Responsibilities:

Responsibility

Supporting Activities

Reception & Participant Support:

• Answer and direct incoming calls, transfer calls, and take messages.
• Welcome visitors, check-in/check-out patients and study participants.
• Confirm participant identification, update scheduling software, and ensure wristbands are placed correctly.
• Schedule new evaluation appointments and provide pre-visit reminders.

Administrative & Clerical Support:

• Create and maintain patient charts, including sending correspondence to referring physicians.
• File documents and subject charts accurately.
• Prepare and distribute meal vouchers for study participants.
• Assist with scheduling and arranging hotels and car services as needed.
• Manages potential new subject inquiries received through recruitment lines and web site.
• Oversight responsibility assigned vendor(s), requesting and confirming services as needed.

Supply & Facility Management:

• Maintain inventory of medical and non-medical supplies (e.g., syringes, vacutainers, office supplies, kitchen items).
• Stock clinic rooms, kitchen, monitoring areas, and printers.
• Schedule dry ice delivery, laundry service, and appliance servicing appointments.
• Manage medical waste pickups and vendor coordination.
• Responsible for clinic calibrations and asset   management.

Shipping, Receiving & Financial Support:

• Serve as liaison for incoming and outgoing mail and deliveries.
• Track and send ECG overreads to cardiology.
• Order and reconcile study participant stipends and meal coupon invoices.
• Receives, reviews, and codes clinic invoices.

General Office & Reception Support:

• Maintain organization of waiting room and overflow areas.
• Provide office support including answering inquiries, managing parking validation, and ordering supplies.
• Support clinic leadership with administrative tasks as needed.

Other:

• Carry out any other reasonable duties as requested.

Functional Competencies (Technical knowledge/Skills):

• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.
• Ability to provide high-quality administrative support and handle multiple priorities.
• Strong customer service skills and ability to interact professionally with participants and staff.

Experience, Education, and Certifications:

• High School Diploma required; associate’s degree or some college preferred.
• Experience in a clinic, healthcare, or medical office setting preferred.
• Proven experience managing administrative tasks in a fast-paced environment.
• Knowledge of medical scheduling software and procedures is a plus