Medical Administrative Assistant

POSITION SUMMARY

The Medical Administrative Assistant facilitates the efficient operation of the medical clinic by performing high level administrative support to the Medical Operations Director, the Chief Medical Officer, and the Public Health Officer in the SITC Medical Clinic. The Medical Administrative Assistant is highly organized, detail and multi-task oriented with excellent oral and written communication skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provide high level administrative support to ensure efficient operation of clinic.

2. Act as a point of contact for CMO and PHO

3. Create, manage and organize electronic and physical files and records, ensuring confidentiality and security of sensitive information

4. Coordinates, schedules and manages zoom connectivity for meetings for CMO, PHO and Operations Director

5. Record minutes for meetings organized by CMO, PHO or Operations Director.

6. Schedule office trainings – CPR, lunch & learns, etc.

7. Coordinate and prepare materials for meetings and conferences, including preparing agendas, taking meeting minutes, and distributing materials.

8. Draft, proofread, and edit correspondence, reports, and other documents as directed.

9. Conduct research and gather information as needed to support the work of the Chief Medical Officer and Public Health Officer.

10. Assist in the development and maintenance of policies and procedures related to the work of the Chief Medical Officer and Public Health Officer

11. Prepare patient information and paperwork for vaccine clinics or any other specialty clinics.

12. Assist in preparing data, reports, and proposals as required by funding sources

13. Maintain contact lists

14. Communicate and coordinate with internal and external stakeholders, including staff, public health agencies, and other organizations, as directed.

15. Plan and organize activities for entire clinic as directed by the Medical Operations Director, CMO, and/or PHO.

16. Manage travel arrangements for Medical Clinic staff.

17. Manage Provider subscriptions, fees, and dues

18. Adhere to HIPAA privacy policy

19. Cover front desk as needed

20. Provide polite and professional communication

21. Coordinate repairs to office equipment

22. Maintain up-to-date medical clinic calendar re: closure dates and employee holidays

23. Receive, sort, and distribute mail

24. Write letters and emails on behalf of other office staff

25. Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

26. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

27. Produce and distribute correspondence memos, letters, faxes, and form

28. Process, sort, file medical department invoices, contracts, and other department documents

29. Perform other administrative duties and special projects as assigned by the Medical Operations Director, CMO, and PHO

MINIMUM QUALIFICATIONS

· High school diploma, some college preferred, healthcare administration or business interest preferred.

· 2 years experience in administrative duties, in healthcare or public health setting.

· Knowledge of general office procedures including, answering phones, directing calls, photocopying, faxing, typing, etc.

· Skills in utilizing Electronic Health Record (EHR)

· Experience or a desire to serve the AI/AN community and other underserved communities

· Excellent organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously.

· Strong attention to detail and ability to maintain confidentiality

· Proficient in Excel, Word, Power Point, Publisher, Outlook

· Detailed oriented, people oriented and team oriented with positive attitude.

· experience in data entry.

· Thrives in a team-based environment

· Reliable and dependable

· Displays a high degree of professionalism

· Analytical thinking and problem-solving skills.

· Ability to pass a background check

· Must be able to engage and work respectfully with people from diverse backgrounds, as well as, fellow employees of SITC.

· Must have excellent communication skills, both verbal and written.

· Must be flexible and demonstrate a willingness to develop and expand skills.

· Must be flexible and willing to follow directions from administration.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

· Knowledge of Cultural sensitivity and cultural practices specific to the Swinomish Indian Tribal Community.

· An interest in serving Native American people and families.

· Ability to communicate well and organize work efficiently with all other staff

· Excellent oral and written communication skills.

· Experience in established effective working relationships with diverse groups and individuals.

WORK ENVIRONMENT AND TIME COMMITMENT:

· Work schedule is 40 hours per week.

· Tasks are performed indoors

· Demonstrates the ability to work as a team and shows enthusiasm

Job Type: Full-time

Pay: $25.00 - $31.54 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift

Ability to Commute:

• La Conner, WA 98257 (Required)

Work Location: In person

Salary : $25 - $32